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Purpose of the Role
The purpose of the role is to provide support to the Facilities Management Network, reporting to the Operations Manager. The highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.
Key Responsibilities
- To work alongside the Facilities Management team in a support role, learning the key aspects of the FM role.
- To provide the Facilities Managers with administrative support and to field phone calls during periods of leave.
- To provide support and advice to the business on Facilities Management matters.
- Ensure managed contracts are compliant, uploading and reviewing documentation on Datastation.
- Updating and assisting in closing actions from compliance documentation and Health & Safety Audits.
- Manage the tracking and uploading of Insurance Inspection documentation for the properties managed by Facilities Managers.
- Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorisation limited. Ensuring that the Facilities Manager approves beforehand where required.
- Spend time with key Property Management departments to understand the corporate supply chain process, the management agreement and services offered, our key policies and procedures, legislation relating to handling client monies and the roles undertaken in Client Accounting, Credit Control and Treasury to be able to better support the business.
- Assist the Facilities Management team in monitoring service provider KPIs.
- Assist and monitor the completion of service charge & Opex budgets by the Facilities Management team, ensuring they are completed on time and report on stats quarterly.
- Update Facilities Management fees on Savills systems when service charge & Opex budgets are approved.
- Update Facilities Management data on Savills systems including but not limited to; Proactis, Datastation, Compass, Elogbooks.
- Superuser and first point of contact for Demised Services systems (Compass, Proactis, Elogbooks, Datastation)
- Assist with raising purchase orders/contract orders for the Facilities Managers on Proactis.
- Monitor and update all client portals as required.
- Ensure all statutory documentation is in place, request where necessary.
- Compile Tenant Handbooks, Emergency Plans, Hazardous Waste Registers etc. in conjunction with the Facilities Managers and ensure data is uploaded to our systems.
- Assist with setting up of new starters within the Facilities Management team to ensure that all equipment, access passes, systems access etc. is available upon commencing their role.
- Facilities Management travel coordination/arrangement.
- Present, on a monthly basis in regards to: Compliance and PO data.
- Assist with contract mobilisation; collation of data and set up on systems.
- Assisting in credit control duties for demise services as and when required.
- First line approver of all ad hoc Demised POs. Sense check and ensure requested correctly.
- Assist and monitor the completion of contract orders ensuring they are completed on time and that the service provider has a copy to invoice against.
- Monitoring of Fees and staff costs.
- Other adhoc duties as and when required to include Facilities Management post and stationary requirements.
Skills, Knowledge and Experience
Essential
- At least 2 years experience in an administration role
- General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
- Reliable, helpful and well presented.
- Ability to work in a team or alone
- Team player with strong customer service skills, able to provide a helpful and polite service.
- Pleasant telephone manner and efficiency in relaying messages and taking instructions.
- Excellent communication skills
- Able to take comprehensive minutes of meetings.
- Abilitiy to deal with confidential information.
- Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
- Able to work under pressure to deadlines.
- Careful and conscientious with an aptitude for attention to detail.
- Willingness and ability to learn on the job, keen to undertake training and career development.
Desirable
- Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
- Broad knowledge of office administration within a facilities management/property management environment.
- Experience of dealing with senior level staff confidently with excellent verbal and written communication.
- Experience and knowledge of helpdesk systems and procedures.
- Data input experience.
- Experience working within a Facilities Management team.
- Understanding of Health & Safety Legislation.
Working Hours - 09:00 – 17:30
Please see our Benefits Booklet for more information.
