Purpose of the Role
The purpose of the role is to provide organisational and administrative support to the Facilities Management Network, 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 in partnership with the Facilities Managers and support the delivery of FM on the properties we manage.
*To provide support and advice to internal stakeholders on Facilities Management matters.
*Updating and assisting in closing actions from compliance and Health & Safety Audits.
*Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorisation limited. Ensuring that the necessary approvals have been sought
*Understand the procurement process, management agreement and services offered; key policies and procedures, and the roles undertaken in Client Accounting, Credit Control and Treasury to be able to better support the Network.
*Assist the Facilities Management team in monitoring service provider KPIs, relaying or escalating any issues with Services Partners
*Assist and monitor the completion of service charge 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 budgets are approved.
*Update Facilities Management data on Savills systems including but not limited to: Proactis, Datastation, Meridian, Compass, Elogbooks.
*Assist with raising purchase orders/contract orders for the Facilities Managers on Proactis as and when required.
*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
*Present monthly to the Senior Facilities Coordinator on compliance
*Ensure the RFM Network allocations is accurate at all times.
*Assisting with Supplier Debt and ensuring the relevant COs/POs are in place as and when required
*Assisting with any projects with the RFM Network – such as FRI inspections
*Other adhoc duties 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
*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
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Please see our Benefits Booklet for more information.