Assistant Operations Manager

Assistant Operations Manager - Client Direct - City of London – Up to £52,000 per annum + bonus 
Exciting opportunity to work directly for a worldwide real estate company at an office situated near Leadenhall. The successful candidate will be required to provide efficient, professional business management and improvement support across the contract.

  This is a trophy building and would suit someone who is currently working as a Building Manager/Facilities Manager within a corporate environment. This building houses law firms and financial tenants, similar building experiences would be desired but not essential.


Hours of Work:

• Monday - Friday 
• 8:30am-5pm
• Office based near Leadenhall (5 days per week) 
• Permanent position  

• Maintain positive working relationships with occupier contacts ensuring a professional approach is always taken.
• Ensure a customer focused service is consistently provided to the occupiers through forward planning and good communication with all stakeholders.
• Maintain positive working relationships with all members of the property management team and contracted staff to achieve a collaborative approach in the day-to-day operations of the property.
• Ensure any communication received regarding the property services is dealt with in a timely and efficient manner.
• To carry out any other reasonable duties as requested from time to time by the Management team.

• Maintain proper records of expenditure and spending commitments, using appropriate technology provided.
• Support the service charge management processes, actively participating in the regular review of expenditure against forecasts, managing queries and providing written budgetary reports where instructed.
• Check and sign contractor invoices, making sure that works are complete to an acceptable standard and ensure invoices are processed in a timely manner.
• Assist in the tender and collation processes of service contracts
• Support the management of soft service contracts including but not limited to cleaning, security, reception, mail room, landscaping, pest control and waste management services.
• Carry out regular inspections of the landlord services to ensure standards are being maintained by the wider team, reporting deficiencies observed and working with the wider team to address these.
• Manage small repairs and projects to ensure they are planned, coordinated, supervised and completed in a timely manner and to the agreed budget.
• Ensure the presentation of the property and front of house services are always of the highest order.
  
  Actively audit and make recommendations for continual improvement.
• Take a lead role in maintaining an online statutory compliance reporting system, coordinate upcoming inspections and the logistics of each visit in a timely manner.
• Maintain clear records of actions arising from statutory inspections and audits, record works undertaken to address these using the online compliance system.
  
  Provide regular reports on statutory compliance.
• Work closely with the management to coordinate training course bookings for all members of the team and communicate course details to delegates.
  
  Maintain an online training compliance system.
• Coordinate disruptive task communications ensuring occupiers receive clear, concise and timely notifications.
• Actively participate in the planning, implementation, monitoring and reporting of sustainability and corporate social responsibility initiatives.
• Actively support the corporate and marketing events for the property.

• Up to £52,000 per annum (dependant on experience)
• 25 days annual leave + bank holidays
• Employer Pension Contribution of 7.5%
• BUPA Private Medical and Dental – with family upgrade available
• EAP
• Health Assessments every 2 years
• Life Assurance – 4x times salary
• Income Protection
• Critical Illness Insurance
• Travel Insurance
• Will Writing
• Annual Eyesight tests and flu vaccinations
• Enhanced family leave pay
• Sponsorship for professional /educational studies
• Industry leading training scheme
• Discounts and cash backs across retail, travel, entertainment etc.

• Minimum of 4 years’ experience in a property or facilities management environment.
• Demonstrable supervisory responsibilities in past positions held.
• Experience in managing/supervising front of house services - security, cleaning, window cleaning, reception, etc.
• Plan and chair contractor performance reviews and tenant 1-1 meetings
• Experience in managing financial processes including purchase orders and invoicing processes.
• An understanding of statutory compliance and risk management.
• An understanding of permit to work systems and processes.
• Able to complete own work under minimal management, use own initiative and make decisions as required.
• Experience in managing data systems and processes.
• Excellent computer literacy and advanced knowledge of Microsoft Office package.
• Effective communication skills, both verbal and written.
• Professional, presentable, articulate and confident.
• High level of time management and organisational skills.
• Pro-active and positive “can do” approach.
• Customer focused approach.

• A level qualification or an NVQ in a relevant subject.
• IOSH / BIFM qualification.
• Good understanding of contractor interfacing.
• Good understanding of Tenant/Landlord relationships.
• An understanding of building systems.
• Experience in managing small work projects.
• Is conscious of the importance of process.