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Facilities Assistant role
Location: Surbiton
Full Time, Fully site based
Your day to day responsbilities will consist off:
Essential Duties:
- Client liaison for day-to-day operations and acting as tenant on client behalf
- Ownership of office floors and the surrounding areas to ensure the best workplace experience is met each day
- Ensuring that all day to day services provided (directly or indirectly provided) are delivered to exceed the agreed service standards in an efficient, professional and customer focused way; and that operational delivery of all services are compliant with the service schedules
- Support the Contract Manager in all aspects of the services being delivered and to assist in identifying any additional services and Extra Works to provide to the client
- Managing, planning and supervising work; identifying hazards and obtaining safety information, applying appropriate risk control systems, workplace precautions and quality control procedures
- Drive high quality commercial performance through understanding the contractual commitments, better buying and use of preferred suppliers
Site Specific Duties:
- Responsible for the day to day running of the office which includes all office functions.
- Co-ordination of access cards for new starters, leavers, and visitors. Enabling and disabling cards as needed.
- Maintain and update starters and leavers log, liaising and coordinating with HR and Managers. Providing welcome pack.
- Managing the upkeep of the central stationery store efficiently keeping a steady supply of materials
- Working with the facilities team to advise when Ordering ad hoc supplies & purchases.
- Arrange for Deliveries to be stored in relevant places.
- Main point of contact for Health and Safety within the office.
- Logging and maintaining accurate records of monthly and quarterly checks.
- Assist with DSE checks for employees as and when required.
- Responsible for the fire coordination of the building including 6 monthly evacuations
- Deliver services to the building as per the Annual Service charges, ensuring that issues are picked up during normal monitoring of the building from audits
- Arrange call out and supervision of sub contractors and PPM planning for ALL the remote sites
- Provide accurate meter readings to enable billing for all tenants on a monthly basis
- Monitor the BMS system and provide changes as required by the tenants, optimising efficiency where possible
- Work with security team to managing parking requirements for employees and external guests if required
- Collaborate with Maintenance, Cleaning, Helpdesk teams to ensure that issues are proactively reported and addressed in line with procedures
- Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met
Administration Responsibilities:
- Carry out daily floor checks to ensure all areas are ready for the day
- Ensure all Statutory, legal and best practice are in place across all service lines
- Keeping E-log books above 95%
- Report health and safety observations
- Take full ownership of updating action trackers
- Attend meetings where needed
- Promote and contribute towards Client Monthly and Quarterly reports and Business updates
- Arranging, attending and minuting all monthly subcontractor meetings
- Obtaining supplier quotes and uploading onto the internal system for client approval
- Administration of access control software and BMS system changes
Please could you apply to be considered for this excellent opportunity, or contact Paige Camies at the Fawkes & Reece office for more information.
