Facilities Assistant

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.