Assistant Facilities Manager

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We are a unique team of facilities professionals based in the UK, dedicated to maintaining the prestigious offices of a global law firm. As part of the client services team, we deliver exceptional service to our guests every day. Our commitment to excellence has earned us industry recognition and a valued long‑lasting partnership with our client.

As the Assistant Facilities Manager you will play a crucial role in creating a memorable, vibrant, and top‑tier workplace for our clients. Your voice and leadership will be integral to our success.

Shift Pattern:
Monday to Friday, 09:00‑17:30 with flexibility according to business needs. The role will involve occasional travel to our Glasgow and Aberdeen client sites (expenses for travel paid for outside of the base site, in Edinburgh).

Provide support to, and deputise for, the Facilities Manager to deliver excellent services to the site‑based hard and soft services teams and to the high‑profile end users. Responsible for monitoring and supporting the planned and reactive maintenance in the three client offices across Scotland, with a primary focus on Edinburgh and Glasgow. Ensure at all times that company and client standards and policies are followed and maintained.

Deliver a compliant and resilient service while delighting our customers.

• Provide practical and competent delivery of minor fabric works such as painting and decoration, first‑line fixes (furniture repair, etc.).
• Support the FM with scope of works, PPM schedules and relevant data collection from contractors, ensuring RAMS and relevant paperwork is collected, processed and audited where required.
• Understand and manage the business by assessing individual results and developing specific actions directly related to the management of the building and clients, providing feedback to the Facilities Manager where required.
• Communicate trends of underperformance formally to the Facilities Manager so that they can be addressed in a timely manner.
• Implement performance improvement plans in collaboration with the Facilities Manager.
• Customer engagement must be a point of differentiation aimed at quality, ideas, acknowledgment and inspiration, which leads to an emotional and loyal brand and customer.
• Set high expectations for results and hold the contract maintenance team accountable to measurable KPI scores.
• Ensure operations are delivered in line with company accreditation requirements, i.e. ISO 9001, 14001 and 45001.
• Maintain adherence to the client Information Security protocols at all times.
• Full compliance with company operational platforms, i.e. OCS Operations Procedures.
• Comply with HSE and statutory requirements related to the respective client service provision.
• Set a standard with contract management that reflects a staffing approach meeting client requirements.
• Understand HR policies and procedures and ensure compliance, consistently across locations.
• Consistently and effectively communicate company objectives to all site operations teams when required.
• Ensure all work is carried out safely and thoroughly, considering Health and Safety legislation, OCS policies and procedures, risk assessments and method statements.
• Work as part of a geographically diverse team and step in to assist where necessary for holiday and sickness absence cover.
• Maintain confidentiality in all aspects of client and staff information.

• You must have the right to work in the UK.
• Experience in facilities management or a related field, with expertise in both soft and hard services.
• Knowledge of building systems, maintenance processes, and service delivery best practices.
• Strong leadership and project management skills.
• Ability to prioritise tasks and manage time effectively.
• Familiarity with relevant software for facilities and service management.
• Excellent problem‑solving abilities and attention to detail.
• Strong communication skills, both verbal and written.
• Proactive and adaptable, able to respond to changing demands and priorities.