Overall purpose of the job
Take a lead role in delivering high-quality Facilities Management services at the client’s premises. Reporting to the Contracts Manager, you will be responsible for overseeing day-to-day operations
and supporting the delivery of facilities-related projects. This includes moves management, space planning, administration, financial oversight, logistics, health & safety, and energy management. Your focus will be on creating a safe, comfortable, and productive environment that supports the client’s business operations in a cost-effective manner.
Main Duties and Responsibilities
• Conduct regular property and facilities inspections to ensure compliance with standards and identify areas for improvement.
• Manage facilities-related budgets, ensuring that all expenditure remains within agreed limits and is accurately tracked and reported.
• Liaise with local authorities as required to support operational and regulatory requirements.
• Maintain effective working relationships with landlord site facility managers to ensure coordinated site operations.
• Ensure all subcontractor agreements are in place, including appropriate Service Level Agreements (SLAs) and contract summaries.
• Monitor subcontractor performance to ensure high standards are maintained across all services.
• Oversee planned preventative maintenance (PPM) and reactive works, working closely with the business to minimize disruption and ensure timely completion.
• Provide regular, structured reporting to both the client and Contracts Manager on all facilities activities and projects. This includes monthly presentations showcasing key achievements, participation in monthly meetings, preparation and circulation of meeting minutes, and the completion and reporting of regular cleaning audits to ensure service standards are met.
• Oversee the delivery and financial management of general site services such as porterage, post room, and stationery supplies.
• Lead the day-to-day management of Apleona staff operating on client sites, supporting a culture of accountability and service excellence.
• Develop budgets and manage the successful delivery of approved facilities and infrastructure projects.
• Coordinate and manage internal office moves, workspace reconfigurations, and space planning in alignment with business needs.
• Maintain accurate and up-to-date seating plans and provide clear project documentation for any changes.
• Ensure timely communication with stakeholders regarding ongoing and upcoming projects or relocations.
Maintain organized and auditable documentation for all facilities activities, both in-house and outsourced.
• Support the oversight of outsourced services, ensuring quality control and alignment with operational expectations.
• Ensure all facilities-related requests are logged, tracked, and resolved within SLA timelines, providing updates and feedback as appropriate.
• Produce scheduled and ad hoc reports for clients, including weekly, monthly, and project specific updates.
• Proactively identify and implement opportunities to improve service delivery, efficiency, and customer satisfaction.
• Ensure all assets are correctly recorded and maintained within the WFM system in accordance with Apleona procedures.
• Support the Contracts Manager with additional duties and special projects as required.
Person Specification
• Strong understanding of mechanical and electrical building systems, including their design, operation, and maintenance within a facilities environment.
• Knowledge of facilities management services, including soft and hard FM operations, with a clear grasp of industry best practices.
• Familiarity with financial budgeting, cost control, and expenditure tracking, with the ability to manage budgets effectively.
• Working knowledge of contract management, including service agreements, performance monitoring, and contract administration processes.
• Awareness of local building regulations, fire safety, and health and safety codes, with a commitment to compliance and risk management.
• Strong grasp of human resource management principles, including team collaboration and effective staff supervision.
• Proven ability to deliver exceptional customer service, ensuring client satisfaction across all levels of facilities support.
• Excellent written and verbal communication skills, with the ability to liaise confidently with clients, contractors, and internal teams.
• Demonstrates a proactive approach, with a genuine eagerness to learn, take initiative, and grow within the facilities management field.
• A motivated self-starter who works independently and takes ownership of tasks, while contributing positively to team success.
Qualifications and Experience
• Experience working in a facilities management or building services role, with hands-on involvement in day-to-day operations.
• Confident using Microsoft Office, especially Word, Excel, PowerPoint, and Project for creating reports, tracking progress, and planning tasks.
• Good working knowledge of health and safety practices and environmental considerations within a facilities setting.
Working Pattern
Monday to Friday, from 8 AM to 4 PM.
Ref. 14751