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Purpose of the Role
The purpose of the role is to provide organisational and administrative support to the Facilities Management Network and coordinator team, reporting to the Senior Facilities Management Coordinator. The operations team, where this role sits, is a team that supports the highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant, accurate data, information management and systems superusers.
Key Responsibilities
- To work alongside the Facilities Management team in a support role, learning all the key aspects of the FM role.
- To provide the Facilities Managers with administrative support and to field phone calls during periods of leave including reactive support.
- To provide support and advice to the business on Facilities Management matters.
- Updating and assisting in closing actions from compliance documentation and Health & Safety Audits.
- Instructing works as and when required, ensuring Facilities Managers or appropriate persons approves beforehand which can relate to the compliance documents, remedial works or reactive assistance.
- Spend time with other Property Management departments to understand their key roles/services offered to better support the business.
- Assist with raising purchase orders/contract orders for the Facilities Managers on Proactis
- Assisting Facilities Managers with raising and extending contract orders where required.
- Monitor and update all client portals as required
- Ensure all statutory documentation is in place, request where necessary
- Management of the Property Management key log system and key cupboard where required – South has keyboard / North do not hold keys
- Facilities Management Travel Co-Ordination/Arrangement including RFM Travel
- Manage the tracking and uploading of Insurance Inspection documentation for the properties managed by Facilities Managers. – LOLERs
- Assist with completing Elogbooks P2P tasks in conjunction with the Facilities Managers
- Other ad hoc duties as and when required to include Facilities Management post and stationery requirements, Utilities readings
- Assisting with organizing FM Meetings including room set up, refreshment etc.
- Issuing Identify Cards and tracking expiry date
- Adding Annual Leave Requests, chasing buddy and holiday notes as well maintaining Annual Leave Calendar
- Chasing/updating Audits across the Regions and assist raising POs as required
- Ordering Building Manager uniforms, safety equipment, PPE etc.
- Assisting with Supplier Debt and ensuring the relevant COs/POs are in place as and when required
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
- Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.
- 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
- Ability 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 excellent attention to detail
- Willingness and ability to learn on the job, keen to undertake training and career development
Desirable
- Broad knowledge of office administration within a facilities management/property management environment
- Data input experience
Working Hours
09:00 – 17:30
#LI-DNI
Please see our Benefits Booklet for more information.
