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Responsibilities
* Responsible for assisting in the Administration & coordination of the day-to-day delivery of Facilities Management across the estate.
* Provide administrative support to the Estates & Facilities Director (E&FD) and Head of Property Services (HoPS) in all aspects of the Facilities function.
* Support in the coordination and delivery of an effective maintenance service.
* Coordinate the provision of concise information to the estate and the associated teams relating to issues, the action taken, and resolutions achieved.
* Work with the Estate and Operational teams to ensure the satisfactory completion of all projects to meet agreed deadlines.
* Liaison with the company’s personnel department on the coordination and development of staff training templates.
* Coordinate and support in the management of building maintenance, supply of stock and services.
* Support in the daily coordination of specialist and technical Service Partners ensuring they deliver their contract responsibilities whilst adhering to H&S and statutory requirements.
* Administrate in the population of asset and compliance policies, supporting in the maintaining of Health and Safety Procedures in accordance with company policy.
* Support in the control and coordination of all planned and reactive maintenance in compliance with the FM contract delivery and statutory compliance legislation.
* Effective ability to co-ordinate, receiving input from others whilst retaining control of the process.
* Requirement to become proficient with our internal platforms, Monday.com, BI, and others as they are added to support the business.
* Administer and Coordinate all records relating to Insurance claims, from submission to close out of related works.
Policies and Procedures
* Support the Estates and supporting Central Support functions in the development of robust computer-aided facility management systems.
* To support in the development and updating of essential policies and procedures.
* Through the Estates & Facilities Team ensure all Asset related data is maintained and updated especially following any lifecycle or replacement works.
* Maintain full and constructive communication with the Estates and Facilities Team and any other parties connected with the operational delivery of the estate functions.
* Maintain full and constructive communication with the company’s representatives, subcontractors, suppliers, and any regulative authorities/companies.
* Liaise with key personnel within the business with regards to operational and quality procedures, health and safety, procurement, and finance.
* Establish a sound working relationship with colleagues.
* Deliver a quality service to the requirements of the estate, supporting in the compliance requirements and operational parameters.
Report Preparation
* Coordinate and administer the production and upkeep of asset schedules, scopes of works, contractual documentation, and policies.
* Coordinate and support in the production of written reports and presentations with regards to Estates and Facilities Management issues across the estate.
* Collate all documentation for monthly meetings on behalf of the HoPS.
* Collate and produce meeting minutes and actions for the key Estates and Facilities functions, including in-house and external service partner meetings.
Please note that due to the nature of the business and this specific role there are a large number of ad-hoc tasks which occur throughout the year – the JD is not exhaustive.
The nature of the role means that you may be required to work outside of your hours (move in weekends, summer, etc.). Travel may be required.
Education
* Relevant built environment or administrative-related qualification/professional membership and or professional experience (E)
* Educated to a degree in a relevant professional discipline or demonstrable experience of equivalent CPD. (D)
* Up to date knowledge of statutory regulations and best practice in relation to management of estates and property (E)
* Membership of IWFM, IOSH or equivalent (D)
Experience
* Proven and demonstrable evidence of administrative support in a TFM environment (E)
* Experience of property management administration in a residential or commercial context (E)
* Demonstrable experience of working within a complex stakeholder environment (D)
* Proven experience of engagement with tenants, landlords, public bodies, and communities (E)
Knowledge
* Knowledge of compliance and regulatory issues relating to the property, construction, and facilities industry. (E)
* Detailed knowledge of Health and Safety regulations (E)
* Sound understanding of the financial mechanisms that underpin operational properties – Budgets, Cost control, Capex (E)
Skills and Ability
* Effective analytical and problem-solving skills (E)
* Evidence of working effectively in a multifaceted environment (D)
* Evidence of continued CPD (D)
* Clear ability to develop effective personal, business, and commercial relationships (E)
* Effective negotiating and influencing skills (D)
* Well-developed personal planning and organisational skills (E)
* Ability to manage and motivate external service partners (E)
* Personally creative with the ability to generate practical ideas (E)
Seniority Level
Entry level
Employment Type
Full-time
Job Function
Management and Manufacturing
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