Assistant Facilities Manager

Assistant Facilities Manager

Ocado Retail

Contract type: Permanent
Location: Hatfield (Onsite – 5 days in the office)
Working hours per week: 40 hours
Level: Manager
Final date to receive applications: Monday 19th January 2025

Our mission is to deliver joy in every shop, through unbeatable choice, unrivalled service, and reassuringly good value. We’re Ocado Retail, a market‑leading joint venture between Ocado Group and M&S, and the world’s largest dedicated online supermarket,  Not only is  the only place to shop a full range of M&S food online, it’s also the home to the widest online supermarket range in the UK and champion of small, independent brands.

We’re also the brains behind Zoom by Ocado, our same‑day grocery delivery service.

We're looking for a highly organised and results‑driven Assistant Facilities Manager to play a vital role in supporting the management of our Head Office. In this critical role, your primary responsibility will be to ensure a clean, safe and secure working environment for all colleagues, visitors and contractors to site through H&S, KPIS/SLAs, Audits and Liaison with our onsite service providers.

You'll work closely with our onsite Facilities Manager, onsite maintenance team, key suppliers and internal stakeholders to manage the building, monitoring performance against our contractual agreements and striving for continuous improvement. This is a high‑impact, fast paced role with the opportunity to work closely with our internal stakeholders and suppliers.

• Integrated Services
  
  Contract:
  
  Supporting the management of our inhouse catering, cleaning, maintenance and security services. Liaising directly with our onsite FM and team. Documenting and auditing services to ensure a consistent standard of compliance and record keeping.
• Facilities Services:
  Daily site audits to ensure H&S compliance. Acting as the primary point of contact for colleague enquiries. Supporting our Front of House and Postal Services onsite, covering where required.
• Performance Monitoring:
  Continuously monitor performance against our contractual agreements via KPIS/SLAs, onsite meetings and audits. Ensuring we meet our internal SLAs to deliver a first class service to all colleagues, visitors and contractors to the site.
• Relationship Management:
  Manage relationships with a diverse range of internal stakeholders and third‑party vendors, including key partners landlord, building management company, H&S Consultant, Ocado Group, external Suppliers and our integrated services contract partners.
• Contract Management:
  Supporting the Facilities Manager to ensure agreements are in place to manage the Head Office. Ensuring that all documentation is fully up to date and we are compliant.
• Events Management:
  Assisting with onsite events and promotions, including set up, review of RAMS and PLI.
• Project Management:
  Supporting the Facilities Manager with adhoc projects such as internal office moves.
• Health & Safety:
  Proactively identify and resolve H&S issues to ensure we provide a clean, safe working environment for all. Ensuring compliance with relevant H&S Legislation. Supporting the management and revision of inhouse policies and procedures in partnership with our H&S Consultant. Active member of our HSE Committee.
• Security:
  Administrator for our inhouse CCTV and Access Control systems via Verkada. Ensuring compliance with GDPR requirements.
• Budget:
  Raising POs, tracking spend against budget. Responsible for raising POs and ensuring VFM for services against approved budgets.
• Business Continuity:
  Actively supporting business continuity (BCP) requirements for site, assisting with setup, regular review and implementation of Facilities BCP Plans.

• IWFM Membership or Qualification
• IOSH or NEBOSH Qualification.
• Proven experience in facilities management, contractor management, procurement or a related role.
• Highly organised with the ability to plan, organise and manage events.
• Strong understanding of health & safety and requirements for managing an office building.
• Excellent communication, listening, negotiation, and relationship management skills.
• Results orientated with a…