Job Description

The purpose of the role is to provide support to the Facilities Management Network, reporting to the Senior Facilities Management Coordinator. The highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.

• 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.
• Updating and assisting in closing actions from compliance documentation and Health & Safety Audits.
• Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorization limits. Ensuring the Facilities Manager and Surveyor 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 supplier service level agreements
• 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.
• Lead on the training of RFMs 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
• Manage the extension of contract orders, on an annual basis, 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 Register 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 commencement
• Management of the Property Management key log system and key cupboard where required
• Facilities Management Travel Co-ordination/Arrangement
• Manage the tracking and uploading of Insurance Inspection documentation for the properties managed by Facilities Managers
• 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

Working Hours

• 08:00 – 16:30 or 09:00 – 17:30

Required Knowledge, Skills, and Abilities

• Previous Administrative experience is desired
• Good Organization Skills
• Proficient with Microsoft word packages such as; Word, Excel & PowerPoint
• Good attention to detail
• The ability to work as a team and alone
• The ability to priorities work tasks and hit deadlines