Assistant Operations Manager
Assistant Operations Manager
Facilities
-London, South East
-£50,000 - £52,000 per annum
Consultant name: Ben Leader
Job reference: BL-231027
Date posted: 23/10/2024
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Assistant Operations Manager – Client Direct – City of London – Up to £52,000 per annum + Bonus
Exciting Opportunity
Join a prominent global real estate company at an office located in the City of London. We are looking for a resolute Assistant Operations Manager to deliver efficient business management and improvement support across the contract. This prestigious property, which hosts law firms and financial tenants, is perfect for individuals currently working as a Building Manager or Facilities Manager in a corporate environment. Previous experience in similar settings is preferred but not mandatory.
Working Hours:
- Schedule: Monday to Friday
- Hours: 8:30 AM – 5:00 PM
- Location: Office-based in the City of London
- Position: Permanent
Key Responsibilities:
People Management
- Build and maintain positive relationships with occupier contacts, ensuring a consistently professional approach.
- Provide outstanding customer service to occupiers through initiative-taking planning and effective communication with all stakeholders.
- Collaborate with all members of the property management team and contracted staff to ensure smooth daily operations.
- Respond to all property service communications promptly and efficiently.
- Undertake additional reasonable duties as assigned by management.
Financial Management
- Keep accurate records of expenditures and financial commitments using the provided technology.
- Support service charge management by regularly reviewing expenditures against forecasts, addressing queries, and preparing written budget reports as needed.
- Verify and approve contractor invoices, ensuring that work meets acceptable standards and is processed promptly.
- Assist in the tendering and compilation of service contracts.
- Manage soft service contracts, including cleaning, security, reception, mailroom, landscaping, pest control, and waste management.
- Conduct regular inspections of landlord services to ensure standards are maintained, reporting deficiencies, and collaborating with the team to resolve issues.
- Oversee small repairs and projects, ensuring they are planned, coordinated, supervised, and completed on time and within budget.
- Ensure the property and front-of-house services are always presented to the highest standards, conducting audits, and recommending improvements.
- Take the lead in maintaining an online statutory compliance reporting system, coordinating inspections and logistics efficiently.
- Keep detailed records of actions from statutory inspections and audits, documenting work undertaken to address issues through the online compliance system. Provide regular reports on compliance status.
- Collaborate with management to coordinate training bookings for the team and effectively communicate course details. Maintain an online training compliance system.
- Manage communications regarding disruptive tasks, ensuring occupiers receive clear and timely notifications.
- Actively participate in the planning, implementation, monitoring, and reporting of sustainability and corporate social responsibility initiatives.
- Support corporate and marketing events for the property.
Benefits Package
- Salary: Up to £52,000 per annum (dependent on experience)
- 25 days of annual leave plus bank holidays
- Employer pension contribution of 7.5%
- BUPA private medical and dental coverage (family upgrade available)
- Employee Assistance Program (EAP)
- Health assessments every two years
- Life assurance at 4 times salary
- Income protection and critical illness insurance
- Travel insurance and will writing services
- Annual eyesight tests and flu vaccinations
- Enhanced family leave pay
- Sponsorship for professional and educational studies
- Industry-leading training program
- Discounts and cashback offers across retail, travel, entertainment, and more
Essential Requirements
- Minimum of 4 years’ experience in property or facilities management.
- Demonstrated supervisory experience in previous roles.
- Experience in managing front-of-house services, such as security, cleaning, and reception.
- Ability to plan and conduct contractor performance reviews and tenant meetings.
- Knowledge of financial processes, including purchase orders and invoicing.
- Understanding of statutory compliance and risk management.
- Familiarity with permit-to-work systems and processes.
- Ability to work independently with minimal supervision, using initiative and making decisions as needed.
- Experience managing data systems and processes.
- Proficient computer skills with advanced knowledge of Microsoft Office.
- Strong verbal and written communication skills.
- Professional, articulate, and confident demeanour.
- Excellent time management and organizational skills.
- Initiative-taking and positive “can-do” attitude.
- Customer-focused approach.
Desirable Qualifications
- A-level or NVQ in a relevant field.
- IOSH or BIFM qualification.
- Understanding of contractor management and tenant/landlord relationships.
- Knowledge of building systems.
- Experience in managing small-scale projects.
- Awareness of the importance of process.
If you have the relevant experience and you are interested, then please do apply!
Ben Leader