Facilities Management Assistant

Facilities Management Assistant

Deans Community High School, Livingston, EH54 8PS

Role Overview

As a Facilities Management Assistant you will provide facilities management support within a secondary school environment. From day to day requests from teachers and school management to delivering emergency support and carrying out building checks to keep the facilities safe.

Key Responsibilities

• Act as the main point of contact between the client, contractors and Bellrock Group, keeping communication clear and resolving service delivery issues.
• Manage planned and reactive works through Concerto, ensuring maintenance is completed on time, to contract requirements and with accurate records.
• Oversee contractor performance with the independent technical coordinator, inspecting work for quality and following up on outstanding actions.
• Work with the Technical Manager on the Asset Sustainability and Operational Plans, updating actions in Deepki and Track Record.
• Use BMS, IEQ and other building technology to monitor comfort, air quality, energy use and maintenance spend.
• Gather occupier and visitor feedback through QR code surveys and Vizta, and support events, pop ups and other engagement activities.
• Attend client meetings, support projects, complete site audits and manage actions through to completion.
• Ensure additional costs are authorised, complete invoicing and financial reconciliations, and provide data for budgets and QVRs.
• Help produce monthly client reports, correspondence and other service documents.
• Maintain health and safety records, report accidents and support ISO 14001, environmental obligations and social impact initiatives.

Skills & Experience

• Experience delivering total FM services, including hard and soft services, with a positive approach to solving problems and improving service.
• Experience supporting FM projects, managing client relationships and adapting to changing needs.
• Strong communication skills, with the ability to explain complex issues clearly and respond to occupier requests and complaints.
• Confidence using technology and learning new systems, with good administration skills.
• An understanding of sustainability and social impact, and a health and safety qualification.
• Ability to maintain emergency plans, support evacuations and help ensure essential utilities are available to occupiers.
• Experience inspecting buildings for damage or wear and carrying out contractor health and safety audits and risk assessments.
• Ability to supervise grounds staff, support training for building colleagues and welcome visitors.

Desirable:

Experience with building fabric and long-term cost planning.

AI fluency & learning mindset: We are looking for people who actively use AI in their day‑to‑day work, demonstrate strong curiosity about new technologies, and take ownership for continuously improving how they think, work, and deliver.

Working arrangements

We embrace smarter working practices which offer our employees the opportunity to work their hours flexibly and remotely where their roles and business needs allow. In this role, the successful candidate would be required to work from Deans Community High School, Livingston, EH54 8PS 36 hours per week worked between Monday and Sunday.

What can we offer you?

Upon joining Bellrock, you can expect a comprehensive benefits package including:

25 days annual leave plus bank holidays + 1 additional day as a thank you (enjoy it, it's on us)

Salary exchange pension scheme

Life cover

Paid sick leave

Health Assured employee assistance and wellness program

Enhanced maternity, paternity and adoption leave

Salary sacrifice schemes: Cycle to work

Holiday purchase scheme of additional 5 days per year

Offers and discount scheme designed to save money on everyday shopping and essentials

Healthcare Cashplan

MotorSave Scheme

Refer a friend

Liftshare

Virtual GP

Why Bellrock?

At Bellrock, our people make the difference.

We support organisations across the UK with property, facilities management, compliance, engineering and technology services, helping our customers create safer, smarter and more sustainable environments.

Inclusion

Apply today.