Assistant Facilities Manager

Reporting to the Facilities Manager and working as part of the overall Facilities Team, the Assistant Facilities Manager will manage a range of soft services and provide the necessary support to ensure the efficient and effective running of the site.

Responsibilities

Managing the team providing first line soft services to the site(s), including reception, mail operations, meeting & events, cleaning, waste & recycling, vending & food services; Monitoring and maintaining office equipment and supplies, ensuring constant availability of necessary resources; Managing and maintaining regular contact and meetings with relevant vendors to report on issues, recommendations and cost estimates; Weekly walk-rounds with the vendor cleaning manager ensuring cleaning quality standards are maintained; Managing Trouble Ticket (Remedy) requests through the helpdesk system, interfacing with internal customers and actioning queries promptly in line with service level agreements; Managing daily health & safety issues, maintaining regular scheduled meetings and records of the fire and safety teams, fire drills, safety equipment and training; Travel and visitors' support, interfacing with locally approved hotels and assisting Client global travel & hotel managers in information gathering and communicating up-to-date information to staff; Assisting in the organizing of internal and external Client events; Managing the quality of conferencing facilities and meeting spaces; Managing food and kitchen facilities, providing direction to housekeeping staff; Raising purchase orders and managing related administrative procedures; Managing Wiki pages and other communication channels for the site(s); Deputising and providing cover for Building Operations Engineer or Facilities Manager when appropriate; Responsible for all other duties and tasks as assigned

Requirements

Knowledge of the Facilities/Office Services Coordinator role and its operational dynamics; Previous experience working in a high-profile corporate environment and demanding contexts; Previous reception or hospitality experience with public-facing competencies; Education at diploma or degree level; Problem-solving skills and proactive approach to daily challenges; Good decision-making abilities and operational autonomy; Excellent written and verbal communication skills in Italian and English; Spreadsheet and word processing competencies; Customer-focused mindset with strong emphasis on service quality; Good interpersonal skills and team-oriented attitude; Assertiveness and ability to handle complex situations professionally; Attention to detail and precision in task execution; Fluent Italian and English language