Assistant Facilities Manager - Hampshire House, Southampton

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Savills is seeking an organized Assistant Facilities Manager to oversee two Southampton sites with on-site responsibility for day-to-day operations, contractor management, safety compliance, and a strong focus on preventive maintenance, reporting, and budget handling. You’ll coordinate soft and hard services, source vendors, manage PPMS projects, conduct safety audits to meet 95% plus compliance, and prepare weekly and monthly reports while using systems like Datastation, Proactis and BYD. The role requires GCSEs with strong English and Maths, excellent communication, and the ability to work solo or in a team, plus flexibility for front of house cover. Tips: tailor your CV to highlight FM experience, contractor relations, budgeting, and sustainability initiatives; showcase on-time delivery and problem solving, and include IOSH certification if you have it.

Purpose of the Role

We are seeking a highly organised and experienced Assistant Facilities Manager will be responsible for managing the day-to-day operations of x2 sites within Southampton, ensuring compliance with safety regulations, coordinating maintenance and contractor maintenance. The ideal candidate will possess a strong background in facilities management, excellent problem-solving skills, and the ability to ensure that all services are delivered efficiently.

Key Responsibilities

FM Tasks & Responsibilities:

· Reporting to the London Senior Building Manager.

· Oversee the daily operations and maintenance of two facilities within Southampton (Hampshire & Labs), ensuring smooth and efficient operations, when needed supporting the Smaller Sites; Liverpool, Bristol, Glasgow, Newcastle as requested.

· Manage both soft and hard service contractors, ensuring timely and effective delivery of services in accordance with contracts.

· Source, negotiate, and manage relationships with vendors and service providers, ensuring high-quality services at competitive rates.

· Develop and implement a preventive maintenance program to extend the lifespan of equipment and building infrastructure.

· Oversee the overall maintenance and operations of company buildings and facilities.

· Organise and coordinate facility maintenance and improvement works, including overseeing PPMS and managing small-scale projects.

· Conduct regular audits to ensure adherence to safety, operational, and regulatory standards. Ensure KPIs are consistently met and operational standards are maintained.

· Following any risk assessments, ensure actions are completed, recorded, and updated in Datastation or other client systems.

· Ensure we maintain 95% and above compliance.

· Prepare and submit regular reports to the Facilities Management; ‘Weekly & Monthly Report’.

· Report on Waste and Utility Data monthly, tracking the information.

· Raise Purchase Orders through Proactis and client portals (e.g., BYD) for relevant goods and services as required.

· Responsible for Budget Management and collation of the Service Charge.

· Build and maintain strong relationships with key stakeholders at the site level and across the business to support efficient facility operations.

· Implement sustainability practices, including energy-efficient systems and waste management initiatives.

· Coordinate emergency response plans (e.g., fire drills, evacuation procedures) support onsite team with any H&S matters, audits or actions raised via Protec.

· Be on-call to respond to emergencies, such as water leaks, electrical failures, or other facility-related issues, ensuring timely resolutions to minimise downtime.

· Attend the Labs weekly to review ongoing actions, ensure compliance, and provide operational FM support as needed.

· Hold a fortnightly call with the Labs team, ensuring all actions, risks, and outstanding tasks are clearly tracked and progressed.

· Attend the London office monthly to build relationships with the wider FM team, ensuring alignment on service standards, communications, and operational consistency.

· Responsible for organising, attending, Client Meetings; Bronze calls, ensuring all actions arising from the meetings are captured and completed.

· Perform any other reasonable requests or ad hoc duties as assigned to support the facilities management function.

Front of House & Site Support:

· Provide Front of House cover from 07:30–09:00 each morning prior to the Receptionist’s start time, and provide lunch cover daily.

· Support Reception where required during periods of annual leave, sickness, or peak activity to ensure seamless service delivery.

· Maintain a professional, welcoming environment for all visitors, contractors, and staff, ensuring high standards of customer service.

Skills, Knowledge and Experience

Essential

· General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard

· Ability to work in a team or alone

· Excellent communication skills

· Ability to deal with confidential information.

· Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.

· Able to work under pressure to deadlines.

Desirable

· Proven experience in facilities management or a similar role.

· Strong understanding of contractor management, maintenance, and project management.

· Proficiency in using facilities management software (e.g., Savills Datastation, Proactis, BYD).

· Excellent organisational and multitasking skills, with the ability to manage multiple tasks simultaneously.

· Knowledge of budgeting and financial management related to facilities operations.

· Ability to work flexibly, with occasional support required for reception cover or additional duties.

· Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.

· Experience working within a Facilities Management team.

· Understanding of Health & Safety Legislation.

· IOSH

Benefits

· Competitive salary and benefits package.

· Opportunities for professional development and growth.

· A supportive and collaborative work environment.

Working Hours - 08:00-16:30

#LI-DNI

Please see our Benefits Booklet for more information.