Colbea are on the look out for an Assistant Facilities Manager
The Assistant Facilities Manager will support the Facilities and Contract Services Manager with the management of the facilities, tenant services, processes, and contracted services that support the core operations of Colbea’s workspaces.
The Assistant Facilities Manager will play an integral role in the efficient preparation of the workspaces under their remit, ensuring that the facilities, grounds, and accommodation are kept to a high standard. You will be the main point of contact for tenants, dealing with any queries or issues they may have. You will also be responsible for screening tenants, arranging viewings, and drafting tenancy agreements.
Your main responsibilities will include managing the day-to-day operations of Colbea’s workspaces, providing high-quality customer service across all of our services. Representing Colbea’s values, integrity, ambitious, inclusive and sustainability with pride. You will be responsible for ensuring that all offices are compliant with relevant legislation, such as health and safety and anti-money laundering regulations.
Duties (include but are not limited to):
Supporting the Facilities Manager in the delivery of the wider FM strategy.
Directing, coordinating, and planning essential central services such as security, maintenance, mail, archiving, cleaning, catering, waste disposal, and recycling.
Acting as a liaison point for all Colbea’s workspace concerns directing clients to the responsible departmentManaging pre-planned and reactive. maintenance; organising remedial works and following them through to completion.
Ensuring that contractors are compliant with up-to-date insurance and RAMS etc.
Ensuring that work is quality assessed before processing invoices for payment.
Arranging and organising meeting and training rooms, ensuring they are ready for use by both internal and external bookers.
Producing draft contracts for tenants and virtual tenants following the organisation’s workflow and procedures.
Onboarding new tenants to our workspaces, introducing them to our self-serve systems such as Skedda, reducing reliance on the Colbea team.
Following Colbea’s Anti Money Laundering Policy to ensure that appropriate checks are undertaken for Colbea services in line with HMRC guidelines.
Acting as a liaison point for tenants to fulfil their enquiries and requests.
Reporting to the Facilities Manager on health and safety matters.
Reporting to the Facilities Manager on non-compliance of AML and HMRC guidelines.
Working with your team to ensure that Colbea’s workspaces meet health and safety regulations.
Conducting weekly fire alarm testing and monthly health and safety checklists.
Produce reports upon request.
Providing monthly reconciliation reports to the accountant and bookkeeper, supporting accurate invoicing and management accounts.
Completing monthly utility checks such as reading electricity meters.
Contributing operational expertise and recommendations for strategic plans and reviews
Person Specification:
Knowledge and experience
Experience working in the Property Management or FM sectors
Excellent administrative and organisational skills
Strong IT skills, including MS Office (particularly strong MS Excel skills) and CRM systems
General understanding of Health and Safety at Work Act
Competencies
Able to communicate with tact and diplomacy
Outstanding communication skills, both written and verbal
Able to work in a manner that is consistent with the organisation’s core behaviours and competencies - integrity, ambitious, inclusive and sustainability
Personal style and attributes
Calm individual who can operate under pressure, deadlines and the demands of a busy office environment.
Team player who is proactive and lends support when needed. Willingness to suggest changes to systems and ways of working to improve efficiency.
Sees things through to resolution and sets self-deadlines for delivery.
Embraces new approaches, theories and technologies to develop innovative service solutions – looks to the future.
Calm individual who can operate under pressure, deadlines and the demands of a busy office environment.
Sees things through to a resolution and sets self-deadlines for delivery
PLEASE NOTE WE RECEIVE A LARGE NUMBER OF APPLICATIONS PER VACANCY AND UNFORTUNATELY CANNOT RESPOND TO ALL APPLICANTS. THEREFORE, IF YOU HAVE NOT HEARD FROM US WITHIN A MONTH FROM APPLICATION DATE, IT IS LIKELY THAT YOU HAVE BEEN UNSUCCESSFUL.
If you have been successful, we will contact you by the phone and begin taking you through our step by step recruitment process, doing our upmost to ensure the role is right for you, ascertaining your suitability in the process. This process will all be explained on initial contact.