Assistant Facilities Manager

Maidstone, Kent

£38,000

Role Overview:

This role supports the day-to-day operation of a multi-occupancy commercial site, working as part of an on-site Facilities Management team. The Assistant Facilities Manager will be responsible for delivering core FM activities, ensuring buildings are safe, compliant, well-maintained, and operating efficiently.

The position offers clear scope for professional development and progression into a more senior facilities management role.

Key Responsibilities:

Facilities Operations & Compliance:

• Support delivery of planned maintenance, lifecycle projects, and improvement works in collaboration with internal specialists and consultants
• Manage permit-to-work processes and oversee Planned Preventative Maintenance (PPM) schedules to ensure proactive asset management
• Ensure statutory compliance across health & safety, building regulations, and CDM requirements
• Commission audits, inspections, and specialist assessments to meet internal and legal obligations
• Maintain compliance documentation, control systems, and digital records in line with RICS, ISO, insurance, and statutory standards

Contractor & Supplier Management:

• Oversee contractor and supplier performance, ensuring service delivery standards, cost control, and value for money
• Support procurement and tendering activities, including contractor selection and performance reviews
• Monitor financial performance against budgets and report on service delivery outcomes

Emergency Planning & Site Security:

• Ensure emergency response procedures and site security arrangements are in place and regularly tested
• Provide support during emergency situations, including out-of-hours assistance where required

Occupier & Stakeholder Engagement:

• Build positive working relationships with occupiers and stakeholders
• Support customer experience initiatives aimed at improving satisfaction and retention
• Assist with occupier meetings, forums, and engagement activities

Financial & Budget Management:

• Assist in preparing annual service charge budgets and supporting explanatory information
• Monitor monthly and year-end expenditure, investigate variances, and manage budget controls in line with best practice
• Review and approve supplier invoices and prepare funding requests for client approval

Site Oversight & Quality Assurance:

• Carry out regular site inspections and condition assessments
• Monitor occupier compliance with lease obligations and site standards
• Complete audits and quality checks to ensure consistent service delivery

Sustainability & Environmental Performance:

• Support development and delivery of sustainability and environmental action plans
• Monitor utilities, waste, and resource consumption
• Assist with initiatives to reduce carbon emissions and improve recycling performance

Administration, Systems & Reporting:

• Provide administrative support to the Facilities Management team and senior site management
• Manage data systems including risk registers, compliance trackers, invoice workflows, and utility readings
• Prepare and contribute to monthly, quarterly, and ad hoc management and client reports
• Present reports to stakeholders when required, including health & safety and sustainability updates

Skills, Knowledge & Attributes:

• Sound understanding of facilities management operations and compliance requirements
• Strong IT skills, including Microsoft Office and FM systems
• Knowledge of health & safety legislation and environmental protection requirements
• Ability to manage multiple priorities and work to deadlines
• Proactive, adaptable, and comfortable working in a changing environment
• Strong written and verbal communication skills
• Organised, accountable, and solutions-focused
• Willing to learn and develop professionally

Experience & Qualifications:

• IOSH qualification (essential)
• 1–2 years’ experience in a facilities management or property-related role

Working Hours:

Monday to Friday, 9:00am – 5:30pm