Assistant Facilities Manager – Lloyds Register, Southampton

Purpose of the Role We are seeking a highly organised and experienced Assistant Facilities Manager who will be responsible for managing the day-to-day operations of three sites within Southampton, ensuring compliance with safety regulations, and 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 Reporting to the London Facilities Manager. Oversee the daily operations and maintenance of three facilities within Southampton, ensuring smooth and efficient operations. 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. Ensure 100% compliance is maintained, ensuring any remedials are actioned. Prepare and submit regular reports to the Facilities Management team on facility performance. 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. Monitor energy consumption and identify opportunities for cost savings through energy management initiatives. Coordinate emergency response plans (e.g., fire drills, evacuation procedures) and support onsite team with any H&S matters, audits, or actions raised via Protec. Provide cover for Receptionist during lunch breaks and occasional annual leave as required. Be on-call to respond to emergencies, such as water leaks, electrical failures, or other facility-related issues, ensuring timely resolutions to minimise downtime. Perform any other reasonable requests or ad hoc duties as assigned to support the facilities management function. 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 including Word, Excel, PowerPoint, Access, and Outlook. Experience working within a Facilities Management team. Understanding of Health & Safety Legislation. IOSH certification. Benefits Competitive salary and benefits package. Opportunities for professional development and growth. A supportive and collaborative work environment. Working Hours:

08:30 - 17:00 Please see our

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