Facilities Assistant
Reports to - Facilities Manager
Location - London – Full time onsite
Holidays - 20 days plus bank holidays
Role Summary
The Facilities Department encompass Reception, Switchboard, Catering, Cleaning, Office Services (post, records, etc), Security, Space Allocation/Furniture, Building Services & Maintenance, Business Travel, and Health & Safety.
The Facilities Manager role is to manage the day to day operation of the full complement of facilities services to the London office of approximately 350 staff occupying approx. 50,000 sq ft.
The Facilities Manager will be responsible for ensuring the smooth operational performance of the Facilities Management function across all service lines managed within the corporate estate.
The Facilities Assistant will oversee M&E service delivery through service providers as well as ensuring KPI's and SLA's are in place, monitored and managed using data from the CAFM system
The Facilities Assistant will support the Facilities Manager and act as second in command, the Facilities Assistant will resume the Facilities Manager's duties when the FM is absent.
Specific Duties
· Run the day to day operation of all facilities services ensuring service delivery is maintained to the agreed standards. These services include but are not limited to:
o Mail room duties
o Access Control
o Stationery
o Helpdesk
o Planned Preventative Maintenance
o Reactive Maintenance
o Hospitality & Reception cover
o Health & Safety management
o Leased equipment incl. maintenance – coffee machines, taps, vending machines etc
o Office Services - couriers/post, stationery, records (archive), Facilities Helpdesk
· Maintain and monitor the FM Helpdesk.
· Liaise with the landlord and building manager and their associated teams.
· Control contractor access: reviewing and approving documentation submitted by contractors (eg risk assessments, method statements, etc) to obtain a permit to work from the Landlord.
· Coordinate and communicate any service alterations/disruptions to the business.
· Provide verbal and written management reports
· Deputise in the absence of the Facilities Manager.
· Monitor PPM schedules, O&M’s, warranties, Task System, Asset & Life Cycle Registers
· Be responsible for Health & Safety during events, including contractor supervision, reviewing of H&S documentation, and working closely with the Client Health & Safety Manager.
· Monitors and ensures office housekeeping and cleanliness is delivered to highest standards and that post room functions are delivered in a timely efficient and customer orientated fashion in alignment with Client shipping requirements.
· To ensure that all engineers, plumbers, and other 3rd party contractors employed complete all jobs to a satisfactory manner to standards within timescales and always abide to estate rules and regulations.
· Assist and liaise with building surveyors/architects/consultants on all works
· Provide prompt response to requests and issues from staff and management.
· Flexible with hours of work. The job holder will be required from time to time to work before or after normal working hours, including occasional weekends.
Key Responsibilities
Include, but are not limited to the following:
Health and Safety:
· Support the Facilities Manager to ensure that the occupied space conforms to statutory legislation.
· Minimise risks associated with working with DSE, electricity, accidents, fire, etc
· Work with external advisers to ensure key risk assessments for the office are carried out and any actions are completed and closed down.
· Keep up to date with new health & safety legislation and ensure training is arranged as required.
· Enforce Health and Safety policies and approved contractors’ policies are always maintained.
· Implementing and managing health and safety arrangements, ensuring compliance and industry codes are adhered to.
· Oversee the coordination of fire warden volunteers, arrange training, issue equipment/kit and work with building management to coordinate fire and evacuation drills.
· Oversee the coordination of first aid volunteers, arrange training and the issuing of equipment/kit.
· Reviews and actions site risk assessments and method statements as required. Checks that there are no Contractors allowed within or on the property without the necessary RAM’s, PPE, induction and permit to work notices when appropriate. Carries out the requirements of HASWA and CDM.
· Conducting and documenting regular facilities inspections.
· Respond to facility and equipment alarms and system failures
Keep accurate documents, reports and reviews of facility-related budgets, finances, contracts, expenditures, purchases, quotes, work permits etc.
Maintenance of Equipment, Structure & Services:
· Supervise works required under M&E maintenance contracts and ensure such actions are carried out in a timely and effective manner with the correct documentation in place.
· Monitors reactive, statutory and PPM, works ensuring service level agreements are met, and accurate, up to date records are kept on systems and at the property.
· Coordinates and monitors minor works contractors and suppliers’ standards; retains accurate stock records, site operations log, including all relevant RAMS & Permits to work, testing records and conducts annual PAT testing to achieve statutory compliance. Ensures that the Asset Management Plan documentation (Operations and Maintenance Manuals, Health and Safety File and Statutory records) are maintained in an up-to-date state in the property.
· Is available on call out of hours to respond to emergency situations to resolve problems or contact contractors to address.
· Ensures that the appearance and physical aspects of the property meet established standards through routine quality and safety inspections and communicates concerns and requests for capital as needed to provide for the physical upkeep of the property.
· Supervise maintenance and repair of estate facilities, plant equipment, and assets as per the asset register.
Security:
· Oversee the implementation and procedures for security access passes to ensure the correct access levels are granted and the cardholder database is updated to reflect joiners/leavers/lost cards
· Review CCTV footage as requirement and provide appropriate footage as requested by authorized personnel.
Knowledge, Skills & Attributes
· Strong Stakeholder management skills and experience
· Excellent customer service and communication skills are required alongside an ability to work in an expeditious manner.
· Proven ability to improve the operational management of the premises and in supervising staff and service providers to increase levels of service delivery.
· Proven experience of working in Premises or Facilities Management.
· Thorough knowledge and understanding of UK Health & Safety legislation.
· Previous direct experience of monitoring and managing external service providers and projects.
· Experience of customer service role in a professional environment.
· IT literate (good knowledge of Microsoft Office packages).
· Formal Health and Safety training (e.g. IOSH or NEBOSH or equivalent).
· Relevant safety training and a detailed knowledge of health and safety legislation with practical experience in the implementation of procedures
· An understanding of UK Health & Safety laws and statutory regulations relating to buildings management including interactions with Local Authority Representatives.
· Formal management (CMS/DMS) or facilities management (BIFM) qualification.
· Proven track record in the management of outsourced or self-delivered integrated Hard and Soft FM services.
· Proven ability to build and maintain strong client relationships
· Minimum 3 years’ direct FM experience with combined Hard and Soft services