Due to growth and expansion within our team, Mayfair Front of House is seeking an experienced Business Park Supervisor within the Musselburgh area to demonstrate our values of Loyalty, Integrity, and Professionalism while delivering a high standard of service.
The Business Park Supervisor is a key member of our team as the first person most people will meet on arrival, the eyes and ears of everything that goes on, and the key onsite administrator.
Key Attributes:
1. Personable: To give first-class, friendly, positive, professional, responsive attention to everyone on site whether a visitor, customer, contractor, or member of the public.
2. Organised: To efficiently prioritise and administer the varied day-to-day operations of the buildings with support from our offsite professional property, facilities, and accounting management company.
3. Observant: To be the constant eyes and ears on the ground knowing what's going on, communicating with people who need to know and maintaining high standards.
4. Communication: Have strong listening, speaking, and written skills.
5. Technical: Have a practical aptitude to learn the basics about our buildings and systems.
6. Adaptable: Be able to solve problems as part of a small team.
7. Reliable: Have a steady, diligent, and consistent approach.
8. Self-starter: Be able to deliver high standards and meet ambitious goals in a high responsibility and self-reliant team.
9. IT: Be proficient with MS applications and able to work with new IT technologies.
10. Manager: of our small onsite team of cleaners.
It is desirable to have experience in a customer-facing role and experience in facilities management.
Main Duties:
1. Provide from our reception area a high-quality customer-orientated frontline service, maintaining a helpful, welcoming attitude, while directing visitors to the appropriate areas.
2. Respond calmly and effectively to emergencies and challenging situations, while always maintaining the highest professional standards.
3. Answer any phone calls and on-site intercom system in a professional manner.
4. Respond positively to all incoming issues the same day even if a resolution cannot be found.
5. Organise and administer all building information.
6. Take regular utility meter readings, submit change of tenancy requests for all utilities/rates and maintain records.
7. Organise and record possession of keys.
8. Programme new fobs when required and deactivate lost/stolen.
9. Ensure calendars are kept up to date with all meetings and appointments, utilising Outlook or any other application as needed.
10. Carefully complete all log reports that may be required by the client or the management team.
11. Carry out full inspections of the buildings at the commencement of the day and at the end of the day, inclusive of all plant areas, WC's, and external areas.
12. Be aware of planned maintenance, all contractors working on site, and ensure relevant permits for working at heights, hot works, or roofs are issued.
13. Check contractors' work once complete and report back to the management team.
14. Monitor vehicles entering and leaving the car park ensuring that leaseholders park in their allocated bays.
15. Work closely with the management team and all other service providers within the development in ensuring that the highest standards everywhere on the property are always maintained.
16. Inform leaseholders of all estate and local activities and forthcoming events which may affect the day-to-day running of the building.
17. Attend leaseholder meetings and events when required.
18. Receive post and distribute to relevant post boxes and return incorrectly addressed/named post to sender. Ensure outgoing post is collected.
19. Maintain accurate reports of any incidents and immediately report to the management team.
20. Comply with and ensure that the landlord obligation for health and safety and fire precautions are always met.
21. Assist/complete any weekly fire alarm bell tests.
22. Assist leaseholders and visitors in the event of an emergency.
23. Be responsible for site staff and their welfare including holidays and shift rotas.
24. Manage the cleaning and maintenance staff and ensure they are completing their areas of responsibility, as well as managing their annual leave.
25. Be responsible for security across the property by ensuring buildings are opened and locked timeously.
Requirements:
1. A disclosure dated within 1 year is required; if the applicant does not hold one, they must be prepared to obtain one.
2. You must be competent in IT skills (Word, Outlook, Excel) to efficiently prepare any reporting necessary to your Line Manager.
3. Strong problem solver who can work with a high degree of autonomy.
4. Must always conduct yourself in a helpful and professional manner.
5. To be discrete and honest in your dealings with other parties so as not to divulge private or confidential information.
6. When on duty, you must always present a smart appearance.
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