Assistant Facilities Manager

Objective of Role
The Assistant Facilities Manager (AFM) will assist Facilities Manager(s) (FM) in the delivery of facilities services to occupiers in one or more managed properties to best practice standards defined by the client and is expected to understand the business objectives of the investment.

Team Structure
The AFM will seek direction from the FM, taking guidance as appropriate and will work closely in a number of ‘virtual teams’ within PAM including Client Relationship Directors (CRDs), Contract Directors (CDs), Management Services, Client Financial Services (CFS).

Key Responsibilities and Deliverables
Facilities (property/portfolio) Management - Supporting the FM to
- ensure we are delivering client KPIs as identified within the agreed PMA (Property Management Agreement).
- assist in the delivery of ‘Instinct’ (customer experience) operational initiatives across your portfolio in close liaison with our service partners.
- assist in the smooth transition of properties into management and ensure readiness for sale dealing with due diligence enquiries on disposal and lettings from a facilities perspective.
- ensure that on-site management of the properties is undertaken in accordance with the company policies, processes and procedures as defined on the PAM Process Hub site (Connect).
- liaise with occupier representatives referring matters upwards only if they cannot be resolved at local level.
- regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building(s), in support of the FM(s) of any occupier matters that may influence property valuation/investment.
- assist in the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices.
- assist in the procurement of all supplies and services at the property in accordance with the procurement program. This will include the use of accredited Contractors only, usually on the basis of framework agreements, and purchase ordering systems. Monitor contractor performance against agreed standards.
- assist the building’s ‘Social Responsible Management’ (H&S and environmental/sustainability) activities.
- assist in the management of the buildings’ plant and equipment. Will be responsible for building management systems where appropriate.
- assist in the implementation of minor works.
- help prepare site regulations and issue permits to work for all contractor activities on site.
- maintain, test and implement disaster planning procedures to cover all emergencies. To organise and co-ordinate fire evacuation and bomb drills.
- establish and maintain proper site records in accordance with best practice rules.
- assist in the development and maintenance of occupier handbooks.
- assist in the monitoring of vacant/void property in conjunction with the clients’ insurance policy.
- visit sites and properties in accordance with the site visit programme issued by the FM.

This is a fixed term contract, for 1 year.