Assistant Facilities Manager

Dalkia UK have a fantastic opportunity for an Assistant Facilities Manager to join our team working onsite for our client EDF’s prestigious new office in London.

Hours of Work:

• 40 hours per week, Monday – Friday

Purpose of Role

You will play a key role within our facilities management team, assisting the Facilities Manager in delivering safe and compliant activities and services across this key client London site. The Assistant Facilities Manager is an integral part of the site team, ensuring that office facilities run smoothly, effectively supporting business activities, and providing a professional service for our client.

Main responsibilities

• Assist the Facilities Manager with all activities and services within the property.
• Ensure a safe working environment is maintained for customers, staff, and contractors, adhering to Health and Safety guidelines and EDF “lifesaving” rules.
• Support the Facilities Manager in planning the work of contractors and in-house teams to deliver essential core services such as reception, security, maintenance, mail, cleaning, waste disposal, and catering, ensuring optimal allocation of team resources.

• Check that agreed work by staff or contractors is completed satisfactorily and follow up on any deficiencies.
• Conduct monthly audits on cleaning, contractors and building fabric and submit timely reports to the Helpdesk.
• Assist in delivering a fully compliant site, reviewing RAMS, uploading necessary documents to the Helpdesk, and escalating non-compliance issues to the compliance team. Ensure all landlord-related non-compliances are escalated appropriately.

• Respond appropriately to emergencies or urgent issues as they arise, including investigating all incidents on-site.

• Establish and maintain strong occupancy relationships through coordinated personal contact with customers, on-site staff, and management.

• Utilise knowledge of Risk Management principles to ensure all staff and subcontractors work safely and according to all provided Risk Assessments and Method Statements (RAMS).
• Ensure all Dalkia staff are properly prepared for daily tasks, including toolbox talks, review of RAMS, and dynamic risk assessments, with all safety briefs delivered and recorded for audits.

• Support the Facilities Manager in maintaining budget compliance across all areas of facilities operations.

• Contribute to the delivery of Planned Preventative Maintenance (PPM) and reactive tasks.
• Monitor the CAFM (Computer-Aided Facilities Management) system to ensure all jobs are closed within the KPI deliverable timescales and report any anomalies to the Facilities Manager.

• Actively manage front-of-house teams and soft service delivery, proactively identifying areas of service failure and problem-solving.

• Provide proactive and reactive advice on sustainability, energy, environmental, statutory, and legislative obligations to minimize risk.
• Work closely with the site team in managing policies, procedures, and staff and contractor inductions.
• Engage with the helpdesk/Admin Support team to resolve building-related issues promptly, offering solutions and recommendations.

Qualifications

• Education: Qualifications in Facilities Management, Engineering, or a related field.
• Experience: 2-4 years of experience in facilities management, building maintenance, or a similar role.
• Skills
  • Strong organizational and multitasking skills.
  • Good communication and interpersonal skills.
  • Knowledge of building systems (HVAC, plumbing, electrical) is desirable.
  • Proficiency in Microsoft Office Suite and CAFM systems.
  • Ability to manage and coordinate vendors and contractors effectively.

Key Competencies

• Problem-solving: Capable of resolving facility issues and implementing solutions effectively.
• Attention to Detail: Ensures maintenance activities and audits meet high standards.
• Team Leadership: Works effectively in collaboration with the Facilities Manager, contractors, and site teams.

Working Conditions

• Physical Requirements: May require walking, standing, possibly climbing ladders and lifting and moving boxes/materials/furniture.
• Environment: Primarily office-based with frequent site inspections.

At Dalkia, we are committed to equity, diversity, and inclusion. We ensure that every applicant is treated fairly and respectfully throughout our selection process. If you require any adjustments, please inform us in confidence. Our talent acquisition team is here to assist you.