Assistant Facilities Manager

Job Description Job purposeAn excellent opportunity for someone with Facilities/Property Management experience looking for an established career path into an FM role.As an Assistant Facilities Manager (AFM) you will be responsible for assisting in the front-line management of the day-to-day delivery of FM services on our clients properties including the day-to-day management of contracts to deliver both hard and soft services and liaising with tenants on projected works in conjunction with the Facilities Manager (FM) / Head of FM & Sustainability to provide an exceptional FM service. This includes the effective delivery and assisting with the monitoring of existing and planned preventative maintenance programs, contract management and raising the awareness of our 24/7 Helpdesk acting as a bridge of escalation to the FM/Head of FM & Sustainability. You will cover the duties in the absence of the FM/ Head of FM & Sustainability when necessary and work to help ensure statutory compliance is maintained above 95% across the portfolio, assisting in implementing processes and policies as prescribed by the Head of FM & Sustainability.Role DimensionsFinancial data (budgets etc)Assisting FM / Head of FM & Sustainability with the preparation of service charge budgets and collating costs where neededOther dataThis role is based out of our Crawley/Gatwick office with occasional site inspections to managed properties. Your main office base will be Crawley/Gatwick, we operate a hybrid working policy, however, due to the nature of the role, regular office attendance will be required to update matters with FM / Head of FM & Sustainability and to liaise with relevant Property Managers and wider team as required.Key ResponsibilitiesResponsible for assisting on the day-to-day operations of multiple sites working alongside FM / Head of FM & Sustainability Interface with suppliers to deliver results against established KPIs & issue resolution or escalate to FM / Head of FM & Sustainability.Assist with management of statutory compliance for multiple sites Managing performance outsourced services to agreed SLAs with FM / Head of FM & Sustainability Quality and performance management of all services including monthly performance reporting and maintenance of the site document registryMonthly Site InspectionsResponsible for the coordination of emergency proceduresManage relationships with key stakeholders and tenants, through regular communication and formal review meetings. Review of Helpdesk queries and escalating to the FM / Head of FM & Sustainability when neededEnsuring escalated helpdesk calls are pushed through, escalating to the FM / Head of FM & Sustainability or PM when needed.Site visits to managed sites inc. occasional attendance at other SHW offices as requiredSupporting FM / Head of FM & Sustainability with Sustainability Initiatives Communications & working relationshipsInternalProperty ManagersRisk Management TeamAccounts TeamFee earners across the companyExternalClientsTenantsRetained consultantsContractorsProfessional bodiesThird party professionalsKey performance indicatorsHealth & Safety compliance across portfolio above 98%Inspection of properties in line with agreed frequencyAccurate management and maintenance of site document registry Timely management of helpdesk calls, ensuring calls are escalated to FM / Head of FM & Sustainability (or PM where required)Person specificationKnowledge, skills and experience requiredPrevious background in Facilities Management / Administration of a minimum of 2 years, preferable Proficient in MS Packages; Outlook, Word, Excel with knowledge of any property management systems such as QUBE / ECS / eLogbook / PRISM advantageousDemonstrable experience of interfacing with landlords and tenants to deliver results as measured against established KPIs or issue resolution.Budget Management: demonstrable experience in controlling costs, experience and knowledge purchasing and invoicing processes (Awareness of Service Charge, advantageous)Working knowledge of Facilities Helpdesk or willingness to learnDemonstrable knowledge of existing Health and Safety processes, such as: Issuing of Permit to Work, RAMS, General Risk Assessments and Fire Risk AssessmentsInterest in Sustainability and how it can be implemented in a workplaceWillingness and desire to learn and formalise through IOSH / IWFMExcellent communication skills both oral and written.Ability to work use own initiativeAbility to work independently and manage own workloadAttention to detail and accuracy of all typed documentationA team player, who maintains a high degree of professional integrity.Willing to travel to other SHW Offices and managed sites (located in and around London/M25 north)QualificationsIOSH Managing Safely or a similar H&S qualification SHW is committed to encouraging respect, diversity and inclusion among our workforce and eliminating discrimination. The aim is for our workforce to be representative of all sections of society, and for each employee and client to feel respected in an equitable environment.By submitting your application, you acknowledge that your personal data may be shared with other SHW Group subsidiary and affiliate companies in support of this objective. All data will be handled in accordance with applicable data protection legislation and our Privacy Policy, which can be found here: Privacy | SHW

Created: 2026-04-04