Assistant Facilities Manager

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Job Title: Assistant Facilities Manager

Location: Edinburgh, United Kingdom - Client Site

Reports To: Regional Facilities Manager

JOB SUMMARY

Reporting to the Regional Facilities Manager, the successful candidate will be assisting with the day to day running of the client's building in Edinburgh City Centre. This role requires a strong focus on customer service, and experience of contract management is preferable. The successful candidate shall display excellent interpersonal communication skills, maintain a professional working attitude at all times, and have a proactive approach to the client's requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Provide consistently efficient service to the client and tenants for the Facilities and Support Services. Assisting with the management of multi business services in Edinburgh including: Reception, Mail Services, Porterage, Catering, and other support functions, ensuring a consistently efficient provision of the Facilities and Support Services.
• Directly manage the Edinburgh cleaning and Support Services contracts with focus on waste and recycling rates, plus ensuring housekeeping within in the building is kept to a high standard.
• Focusing local teams on meeting agreed KPIs, budgets and deadlines.
• Ensure services are consistently achieved in line with Scope of Service and subsequent Service Level Agreements.
• Day to day management of the helpdesk to ensure jobs are logged, managed and closed out in a timely manner.
• Assist with managing tenants, dealing with issues or questions, access requests etc efficiently. Meetings to be held with tenants.
• Assist with logbook management and self-assessments with the CBRE engineering on-site team, plus participate in CBRE audits as required.
• Ensure the Health and Safety requirements and guidelines are observed including risk assessments for both visitors and staff.
• Management of the ATW process for vendors.
• Ensure all contract activities comply with all company, legal and client requirements for Health and Safety, Quality Management, environmental policies and general duty of care. Work with the RFM to ensure all HSE Administration is up to date on SharePoint.
• Participate in HSE audits and ISO audits as required (14001, 50001 and 45001).
• Providing support to the Client on additional works and ad-hoc projects.
• Provide support to the PMO team for any on-site projects.
• Act as a client interface during external audits, VIP visits and functions.
• Assist with the compilation of monthly client report.
• Provide general administrative support to the Regional Facilities Manager.
• Control relevant FM budgets and yearly service costs for Edinburgh. Ensure purchasing and payment approval processes are timely and properly organised within dedicated on-line platform/application. Assist with the creation of POs, approval of invoices, monthly budget forecasting, variance reporting, and annual budget creation.
• Investigate, plan and make recommendations to the Regional Facilities Manager to implement best practice and forwar thinking strategy within Client sites.
• Help in covering the FM team during any planned or unplanned absences where required.
• Liaise closely with Landlord management in relation to any common areas issues raised, and to ensure compliance is kept throughout the building, as well as obtaining relevant paperwork.
• Any other duties deemed necessary.

ESSENTIAL SKILLS include the following:

• Due to the nature of the role and the client, the candidate must have had experience within a service management sector.
• Self-motivated, disciplined in approach and prioritising.
• Strong communication skills
• Good knowledge of Microsoft Office particularly Excel, Outlook, Word and PowerPoint.
• Good understanding of Health & Safety and Compliance requirements.
• Good understanding of the importance of Environmental Sustainability in business.

SUPERVISORY RESPONSIBILITIES

• Liaise with management team, client and contractors.

QUALIFICATIONS

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed above are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

• Educated to A Level Standard.

CERTIFICATES and/or LICENSES

• IOSH certification required.

COMMUNICATION SKILLS

• Possess a good standard of written English with ability to compile detailed reports and audits.
• Ability to motivate and negotiate effectively with key employees, contractors, management, and client groups.

FINANCIAL KNOWLEDGE

• The successful candidate will require a practical working knowledge of financial terms and principles.

REASONING ABILITY

• Demonstrate an ability to solve problems and deliver a variety of options in complex situations.
• Requires a sound level of analytical and quantitative skills.

PERSON SPECIFICATION (other skills and/or abilities which would be considered an advantage include):

• This role requires a highly motivated and ambitious individual with a strong personality to further develop.
• The successful candidate will be a determined and results-orientated individual who can also provide commercial and strategic skills to ensure that P&L targets for the sites are achieved and exceeded.
• Must be articulate and numerate with good communication skills.
• Demonstrate excellent attention to detail.
• Be deadline focused and performance driven.

SCOPE OF RESPONSIBILITY

• Decisions made with in-depth understanding and interpretation of procedures, company policies and business practices to achieve complex results. Responsible for setting department deadlines. Errors in judgement may cause long-term impact to co-workers, supervisor, department and/or line of business.

EQUAL OPPORTUNITIES

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.

ABOUT CBRE

CBRE is the world's leading commercial real estate services firm with offices located around the globe. CBRE currently employs roughly 80,000 people worldwide, with 2,500 working in the UK. The Company's core services include property sales, leasing and management, facilities and project management, investment management and, research and consulting. In central London, CBRE advises on more commercial property than any other adviser and across the United Kingdom with offices in Aberdeen, Birmingham, Bristol, Edinburgh, Glasgow, Jersey, Leeds, Liverpool, Manchester, and Southampton.