Assistant Facilities Manager – Operations & Projects
About The Team The Facility Management Unit is responsible for ensuring that the Greater London Authority’s (GLA) headquarters at City Hall, the demised space at Union Street, and the national heritage assets of Trafalgar Square and Parliament Square Gardens are managed effectively. The Unit’s mission is to meet statutory requirements, provide a safe and inclusive environment for all users, and uphold the care and protection of public monuments as required by the Greater London Authority Act 1999. The Unit comprises three teams: Hard Services, Support Services, and Amenities & Events, and it manages a portfolio that includes building works, refurbishments, events, and office relocations.
About The Role This role is a facilities specialist who leads project management and day‑to‑day delivery of hard services and infrastructure operations. You will set the tone and culture for hard services, ensuring a safe, welcoming and inclusive customer experience across the Authority’s core sites.
Projects and Technical Services • Deputise for Facilities Managers and Assistant Facilities Managers when required.
• Manage infrastructure and building fabric projects, accommodation moves, and procurement of facilities contracts.
• Oversee the capital project programme, own the project calendar and coordinate with the events team to avoid programme conflicts.
• Act as a technical specialist in Computer Aided Drawing systems, design, edit, and maintain building drawings and filing systems.
• Analyse performance data from the Computer Aided Facilities Management System, monitor trends, prepare improvement plans, and train staff and contractors in FM IT systems.
Facilities Operations • Ensure compliance with building regulations, health and safety legislation, and conduct risk assessments.
• Manage and coordinate the day‑to‑day delivery of outsourced hard services contracts, monitor KPI’s, and oversee on‑site teams.
• Conduct planned preventative and reactive maintenance of building fabric.
• Protect and conserve historic monuments at Trafalgar Square and Parliament Square Gardens.
• Support broadcasting and audio‑visual services for statutory meetings and elections.
• Manage utility contracts, ensuring continuity and value while meeting carbon net‑zero commitments.
• Provide operational support to events and facilities across all sites.
• Monitor quality and performance of FM hard services, analyse data, benchmark services, and act on findings.
• Monitor and maintain budgets for services and projects.
Operations planning and managing emergencies & incidents • Develop and implement SOPs and instructions that support operational plans and the facilities strategy.
• Prepare and deliver operational emergency response and business continuity procedures.
• Act as first‑line management response to complaints and service failures, liaising with FM workstreams and implementing contingency procedures.
• Design and implement testing and exercising, including fire evacuations and coordination with emergency services.
• Participate as a member of the command and control cadre for emergencies and in out‑of‑hours duty officer schedules.
Duty Building Manager • Perform duty building manager duties, ensuring the building meets high standards and operational requirements.
• Monitor building and event safety, liaise with suppliers and Facilities Managers, and resolve service complaints.
• Take operational control over FM disciplines such as reception, catering, cleaning, broadcasting and maintenance.
• Act as a GLA warranted Enforcement Officer for Trafalgar Square and Parliament Square, preparing evidence for prosecutions and attending court as required.
Staffing • Manage one Facilities Officer, including recruitment, performance reviews, absence monitoring, return‑to‑work interviews, guidance meetings, standard‑setting sessions and disciplinary investigations.
• Ensure staff training and competency, maintain training records and statutory or mandatory corporate training requirements.
• Promote flexible working, multidisciplinary teams, and diversity within London’s communities.
Special Conditions • Predominantly an operational role requiring in‑person attendance at core sites, with occasional work‑from‑home for planning and project work.
• Must qualify as a warranted Enforcement Officer within 4 months of starting. First‑aid qualification is required.
• Must maintain personal resilience, physical fitness, and an appropriate level of personal appearance, including a formal business suit when required.
• Participate in a duty manager rota covering out‑of‑normal business hours, with special allowance paid. When on call, must be within 4 hours travel time from City Hall.
What your day will look like
* Multi‑task across different subject areas and prioritise work.
* Ensure City Hall and Union Street are available and key services operational.
* Work with the FM Helpdesk to resolve escalated issues.
* Liaise with the Facilities Operations Team Leader and Managers.
* Manage and develop the Facility Officer (Hard Services).
* Manage the hard services project plan, ensuring timely and budget‑conscious work.
* Develop and update risk registers for projects.
* Oversee outsourced hard service contracts and associated asset registers.
* Coordinate the broadcasting contract for smooth meetings and events.
* Carry out condition surveys and health and safety inspections; coordinate works on fabric and listed monuments.
* Provide data and responses to stakeholders on contracts and utility usage.
Skills, Knowledge and Experience
* Project management experience for complex projects.
* Proven track record of managing outsourced hard services contracts.
* Experience maintaining and conserving historic monuments in a public setting.
* Experience with CAFM and CAD systems.
* Good understanding of building regulations, health and safety legislation for building services.
* Experience dealing with emergencies and business continuity planning.
* IT literacy in MS Office products.
Benefits GLA staff enjoy hybrid working up to three days a week in our offices and remotely. In addition to a competitive salary paid every four weeks, benefits include 30 days’ annual leave, interest‑free season ticket and bicycle loans, and a career‑average pension scheme.
How to Apply • Submit an updated CV and a personal statement (max 1,500 words) that addresses the essential criteria. File size limits: 1.5 MB each. Format: Word or PDF; do not include photographs or images. Name files with the job reference (e.g., “CV – applicant name – 012345”). • Upload your personal statement to the ‘CV and Cover Letters’ section of the application form.
Assessment Process • Applications will be screened by a panel. Selected candidates will be invited to interview/assessment. Date to be confirmed.
Equality, Diversity and Inclusion London’s diversity is its biggest asset; we welcome applicants from all backgrounds. We particularly encourage applications from Black, Asian, minority ethnic, and disabled candidates. Flexible working arrangements are available, and both full‑time and job‑share roles are offered. We are a Disability Confident Employer and welcome candidates who wish to be considered under the scheme.
Additional Information • All successful candidates must confirm that the information provided is true and correct. Providing false information may disqualify you from consideration. • Criminal record (DBS) checks are required; additional security screening may apply. • For disability support or adjustments during the recruitment process, contact [email protected].
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