Assistant Facilities Manager

2 days ago

Derby, Derby, United Kingdom Integral UK Full time
Job Title: Assistant Facilities Manager

We are seeking a highly skilled and motivated Assistant Facilities Manager to join our team at Integral UK. As a key member of our facilities management team, you will be responsible for overseeing the maintenance operations of our principal multi-functional properties.

Key Responsibilities:
  • Accountable for measuring, meeting and reporting Key Performance Indicators (KPIs) with client input
  • Responsible for using KPI output/service reviews to improve service delivery
  • Responsible for implementing and maintaining the Standard Operating Procedure (SOP), seeking constant improvement
  • Accountable for creating reports and MI (Management Information) for contract
  • Accountable for the quality of communication and quality of reports being submitted to client, team and business
  • Responsible for driving company culture within their team
  • Responsible for engaging with the wider business - e.g. attends managers forum meetings
  • Responsible for ensuring Engagement Ambassador assigned to the contract
  • Responsible for proactively looking for networking opportunities and gets involved where possible
  • Responsible for ensuring the client is fully informed of all relevant information
  • Accountable for presenting contract updates to the client on a regular basis
  • Responsible for aligning team to both Signature and Client values
  • Responsible for acting on client requests and tracking through to closure
  • Accountable for providing all back up documentation to ensure accurate monthly invoicing can occur
  • Responsible for delivering contract to budget
  • Responsible for identifying opportunities to increase profit within the contract
  • Responsible for approving final payroll reports
  • Consults with line manager regarding the financial performance of the contract
  • Informed knowledge of key contractual terms including financial penalties for non-conformance
  • Informed knowledge of fixed, cost plus and other contract types
  • Accountable for teams' performance as a whole
  • Accountable for developing and implementing an effective development matrix
  • Responsible for ensuring team follows all HR processes
  • Responsible for analysing MI to improve team performance
  • Responsible for self-motivation without being prompted by line manager
  • Responsible for understanding the full tender process
  • Responsible for assisting with operational responses to tenders
  • Responsible for developing the business organically
  • Accountable for all safety related documentation within the contract
  • Accountable for the development and delivery of a QHSE related training schedule
  • Responsible for reviewing near miss, dangerous occurrence and incident events (RCA) to implement actions to prevent reoccurrence
  • Responsible for reviewing and making recommendations on all site QHSE practises
  • Responsible for implementing and enforcing QHSE procedures
  • Responsible for addressing any inappropriate behaviour
  • Responsible for ensuring team members have objectives in place that are linked to the strategy
  • Responsible for identifying innovation opportunities within their sites
  • Responsible for managing site projects including implementing of key milestones
  • Responsible for assisting line manager in any wider business projects
  • Responsible for developing a culture of continuous improvement and innovation that delivers ideas and improvements
  • Responsible for analysis and proactive use of Management Information (MI)
  • Informed knowledge of the strategy and the role they play in leading and implementing it
Main Duties:
  • Driving 5-star customer service excellence from 12 direct reports through training and day-to-day line management across 5 diverse, corporate sites
  • Provide support and day-to-day management of the team i.e. annual leave requests, absence reporting, weekly key updates, 1-2-1s etc.
  • Process team payroll
  • To support the Service Level Agreement by ensuring that all site activities are carried out effectively
  • Build and maintain relationships with local site clients and act as escalation point for any Front of House issues
  • To ensure customer requests are dealt with efficiently and effectively
  • Assist in the operational management of corporate sites and liaising with multiple service lines (cleaning, maintenance, catering) to ensure delivery of quality of service
  • Assist JLL Facilities and other service line managers with contractor activities and projects
  • Responsible for building communications for corporate site of 600 employees including involvement in Wellbeing activities
  • Carry out Site Inductions for new starters of Rolls-Royce and contractors
  • Leading quarterly HSE meetings and other initiatives with client for site
  • Managing and assisting in large-scale projects within sites including contractor works, limiting impact to client and office areas
  • Working to contractual KPIs and SLAs
  • Ensure all receptions and meeting spaces are set to a defined standard with monthly auditing
  • Develop and work to a standard set of operating procedures and processes
  • Produce monthly statistics of utilisations
  • Lead and support Emergency Evacuation procedures
  • Raise work and escalate requests through the Maximo system
Qualifications:
  • An understanding of Audio Visual and IT systems and the ability to explain this accurately to customers
  • Computer literate (Word, Excel, Outlook E-mail)
  • A clear understanding of Health & Safety practices including Risk Assessment
  • Customer orientated approach
  • Enthusiastic and conscientious
  • Clear, strong and confident communication skills
  • Team player with an enthusiastic attitude
  • To work efficiently and effectively in a team as well as individually
  • Able to work off their own initiative and with minimal direction
  • Excellent written and oral communication

Integral UK is an equal opportunities employer and welcomes applications from all qualified candidates.

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