Assistant Facilities Manager

at  Daniel Watney

Company
Established in 1859, Daniel Watney LLP has over 160 years of experience within the Central London Property Market. Our property advice covers all areas of commercial and residential real estate and professional services. Our modern, multi-disciplinary partnership of chartered surveyors and property consultants operate across 14 different service lines and strive to deliver outstanding service to both our clients and customers
The Role
To efficiently manage the day-to-day operations of all commercially managed buildings, ensuring smooth and safe operations while adhering to the latest health and safety regulations.
Requirements

Qualifications:

• Experience in facilities management or a related field is preferred.
• Basic understanding of building systems and infrastructure (HVAC, electrical, plumbing) is desirable.

Experience:

• Good understanding of planned maintenance requirements in commercial properties.
• Knowledge of CAFM (Computer-Aided Facility Management) software systems.

Skills and characteristics

• Excellent verbal and written communication skills.
• Exceedingly competent in Microsoft Office.
• Ability to multitask and manage multiple priorities.
• Strong attention to detail.
• Ability to work under pressure and meet deadlines.
• Proactive and flexible attitude.
• Good teamwork and interpersonal skills.
• Strong problem-solving skills and the ability to handle unexpected situations effectively

Key Responsibilities

• Monitor the shared commercial inbox, addressing reactive maintenance issues and general correspondence from tenants and contractors promptly.
• Raise work orders for all reactive jobs in commercially managed buildings. Follow up to ensure timely completion and communicate updates to tenants as necessary.
• Liaise with Front of House staff in manned buildings to keep tenants’ contact details current and accessible, along with unmanned sites.
• Plan and collate the latest LOLER inspection reports, review them, and forward to the relevant lift maintenance provider for action. Send any subsequent reports to the relevant Property Manager or Facilities Manager for review.
• Arrange annual fire drills for all commercially managed buildings, coordinating with the designated contractor. Notify commercial tenants in advance and send reminder emails one week prior to the drill. Ensure the Residential Property Manager is aware of evacuation drills when residential tenants are involved. Review evacuation reports and address any issues raised.
• Review fire and health and safety risk assessments on Prism, obtain quote options to ensure best value, and forward quotes to the relevant Property Manager or Facilities Manager for approval. Coordinate access for contractors and tenants for any required works, and close out actions on Prism upon satisfactory completion.
• Serve as the first point of contact for commercial tenants to raise issues.
• Act as a super user of electronic file management and in-house systems, including Dwellant, Shared drive, Prism, and Propman.
• Build and maintain good relationships with tenants, colleagues, and contractors.
• Attend weekly Facilities Management meetings, monthly commercial department meetings, and monthly Health & Safety meetings.
• Assist in the preparation and implementation of emergency response plans and procedures.
• Oversee the general upkeep of facilities, including cleanliness, maintenance, and security.

• Monitor the shared commercial inbox, addressing reactive maintenance issues and general correspondence from tenants and contractors promptly.
• Raise work orders for all reactive jobs in commercially managed buildings. Follow up to ensure timely completion and communicate updates to tenants as necessary.
• Liaise with Front of House staff in manned buildings to keep tenants’ contact details current and accessible, along with unmanned sites.
• Plan and collate the latest LOLER inspection reports, review them, and forward to the relevant lift maintenance provider for action. Send any subsequent reports to the relevant Property Manager or Facilities Manager for review.
• Arrange annual fire drills for all commercially managed buildings, coordinating with the designated contractor. Notify commercial tenants in advance and send reminder emails one week prior to the drill. Ensure the Residential Property Manager is aware of evacuation drills when residential tenants are involved. Review evacuation reports and address any issues raised.
• Review fire and health and safety risk assessments on Prism, obtain quote options to ensure best value, and forward quotes to the relevant Property Manager or Facilities Manager for approval. Coordinate access for contractors and tenants for any required works, and close out actions on Prism upon satisfactory completion.
• Serve as the first point of contact for commercial tenants to raise issues.
• Act as a super user of electronic file management and in-house systems, including Dwellant, Shared drive, Prism, and Propman.
• Build and maintain good relationships with tenants, colleagues, and contractors.
• Attend weekly Facilities Management meetings, monthly commercial department meetings, and monthly Health & Safety meetings.
• Assist in the preparation and implementation of emergency response plans and procedures.
• Oversee the general upkeep of facilities, including cleanliness, maintenance, and security