Workman Facilities Management Limited
Assistant Regional Facilities Manager
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Assistant Regional Facilities Manager
Responsibilities
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Provision of facility and property management services Provide services in accordance with Specifications and KPIs for designated properties.
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Contractor management & Health & Safety (H&S) compliance Oversee contractor management and ensure compliance with H&S regulations across the allocated portfolio.
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Tenancy & management relations Establish and maintain positive working relationships with occupiers. Prepare and co-host occupier meetings alongside the Property Management (PM) team. Assist with operational management of occupancy fit-out works.
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Procedures & documentation Develop and review suitable management procedures for individual buildings, including:
- Occupier Handbooks
- Contractor rules
- Specifications
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Client & service charge commitments Attend required client meetings.
Assist in preparing and managing Service Charge budgets for multi-let properties:
- Monitor expenditure
- Perform annual reconciliations within RICS and client-agreed timelines
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Property inspections & reports Conduct regular property inspections of common and tenant areas:
- Instruct remedial works as required.
- Ensure inspection reports are loaded onto relevant H&S systems within 5 working days.
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Staff management Assist with management of onsite staff:
- Building managers
- Site receptionists
- Security guards (where applicable)
Key Tasks
- Health & Safety governance
Manage compliance by all suppliers:
- Ensure permits and permissions for works are raised and approved.
- Monitor and maintain H&S systems (e.g., QUOODA, Vantify) with expected performance:
- 90%+ on document management
- 100% on site inspection reports
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Authorise supplier invoices in line with delegated authority levels.
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Contract management Regularly review contracts for value for money and ensure compliance:
- Prepare specifications and tender contracts (assisting with consultants if needed).
- Maintain electronic records (e.g., Dwellant system or company filing systems).
- Align procurement efforts with company policies, team strategies, and guidance.
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Emergency response Maintain on-call availability for urgent out-of-hours issues, liaising with suppliers for immediate attendance.
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Client engagement Liaise regularly with the Property Management team and attend briefings/meetings. Meet client schedules, practical deadlines, and documentation requirements.
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Workman Welcome function Serve as Workman Welcome ambassador for the Glasgow office:
- Abide by and promote these initiatives in applicable properties.
Requirements & Qualifications
Essential Experience
- Proven experience in site/facilities management within a Managing Agent role.
- Demonstrable ability to communicate across stakeholders, including colleagues, contractors, and external partners.
- Deep knowledge of health and safety regulations, best practice, and university or commercial premises compliance frameworks.
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Legal & Compliance Expertise
- Full familiarity with relevant codes of practice, legislation, and the Service Charge Code of Practice.
Technical Proficiency
- Qualified to IOSH level for health & safety oversight.
- Routine proficient use of Microsoft packages (intermediate level).
Key Competencies
- Strong interpersonal, prioritisation and workload management skills.
- Professionalism with flexibility (35-hour full-time contract with flexible start times).
Benefits & Rewards
Financial & Professional Incentives
- Discretionary annual bonus.
- Salary reviews.
Workplace Support
- Comprehensive healthcare coverage.
- Life insurance.
- Wellness programme.
Equipment & Perks
- Company-visual car.
- Laptop and phone provided.
Time Off & Recognition
- Extended service holiday benefits.
- Additional days for length of service.
- Birthday off.
- One extra day between Christmas and New Year.
Lifestyle & Social Benefits
- Lifestyle benefits (flexible discounts e.g. gym memberships, cycle/savings schemes, UK holiday/longitude holiday)
- Referral bonus scheme.
- Annual social programs, including:
- Firm-wide Christmas party and integrated team-building activities.
Contains original company branded benefits/propositions.
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