Assistant Estates Facilities Manager

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Job Purpose

To provide administrative and operational support to the Estates Facilities Manager who has day to day responsibility for the management and operation of the Estate.

• Supporting the monitoring and management of budgets to ensure costs, quality standards and efficiencies are achieved to target.
• Develop a one team approach within the Estate to ensure we have a consistent and collaborative approach to the running of the Estate.
• Supporting the day-to-day operations of the Estate.

What we need:

A customer facing facilities professional to join our London team, leading on the management of the Estate.

The candidate should preferably have Managing Agent experience and a proven track record in the facilities industry allowing them to hit the ground running in a challenging environment. They must be willing to take a hands-on approach to getting things done. We pride ourselves on providing a brilliant service so time management, the ability to work under pressure, self-motivate and prioritise are an absolute must. We are offering a real opportunity to grow within a company with a reputation for promoting and growing talent, working with an impressive client base.

Key Accountabilities

Principal:

• To support the Estate Facilities Manager in the effective management and operation of the Estate.
• The Management of tenant liaison, local stakeholder communication and administration management, including invoicing procedure.

Account Reporting:

• To provide accurate and timely compilation of accounting, turnover and footfall data for the presentation of reports and documentation for the landlord and respective parties.

Customer Relations:

• To respond to all customer correspondence in a timely and efficient manner.
• To ensure that all situations are given the necessary degree of attention and immediacy to ensure positive retrieval of rectification of the problem or incident.

Contractors and Suppliers:

• To support the management and control of all contract staff, to include all approvals of hours of working, staffing levels and rotas.

Retail Relations:

• Foster positive working relationships with all occupiers and aid whenever necessary to resolve problems, answer queries and achieve elevated levels of customer satisfaction.
• Coordinate maintenance visits between contractors / tenants. Provide work permits for all works that are undertaken on site and ensure all required RAMS & PLI are obtained from relevant contractors.

Health & Safety And Environmental:

• In conjunction with other staff members to operate the Estate in compliance with all health & safety and environmental legislation and regulations, adhering to procedures laid down and working towards stated targets.
• To co-operate with Ashdown Phillips as far as is necessary to enable Ashdown Phillips to always comply fully and with its legal duties regarding health, safety, environmental and welfare matters.
• To familiarise yourself with Ashdown Phillips' health, safety, welfare, fire, and environmental arrangements.

Additional Responsibilities:

To assist the letting agents and other professionals / representatives appointed or representing the Client / Owner or Managing Agents in the execution of their transactions / tasks. This may include amongst others providing plans, communicating data, co-ordinating the site visits, entertaining prospective tenants, providing data including pedestrian footfall and undertaking any other reasonable tasks deemed necessary by Ashdown Phillips or the Clients / Owners from time to time and as required to achieve the investment objectives of the Estate.
Person Specification

These are the minimum key areas of knowledge, skills, and experience.

• Experience with the property management sector.
• Experience of administration tasks
• Friendly persona
• Effective communication skills
• Self-motivation with good diligence
• Experience of basic clerical duties and office procedures
• Good working knowledge of MS Office to a competent level within an office environment
• Can do attitude.
• The ability to see a task through to completion.
• Excellent customer service skills
• The ability to work as a team.
• Desirable Qualifications IOSH