Facilities Assistant – One Colmore Square
Job Purpose
To provide administrative and operational support to the Facilities Manager who has day to day responsibility for the management and operation of a multi-let office building. To provide the Facilities Manager with operational support by ensuring compliance with all statutory regulations, internal policies and procedures, and assist with the management of budgets.
Property Outline
200,000 sq ft of exceptional grade A office space arranged over 10 floors in the heart of Birmingham City Centre.
Communication Lines
- Contracts management and staff for Security, M&E, Cleaning and Landscaping.
- Fabric maintenance contractors – communicating with contract managers and operatives.
- Ashdown Phillips & Partners – MD, Directors, surveyors, consultants, accounting, staff and FM Team
- Health & Safety Consultants/Insurance Inspectors
- Tenants – their consultants, fit out agents and contractors.
Key Objectives
- Support the Facilities Manager with administration support and be the first point of contact when the Facilities Manager is away from the building (annual leave/training etc)
- Assisting the Facilities Manager in ensuring compliance with regulations and health, safety, environment and security standards
- Supporting the monitoring and management of budgets to ensure costs, quality standards and efficiencies are achieved to target.
Key Accountabilities
- Support the Facilities Manager to ensure the cost-effective provision of agreed Facilities Management services for the Landlord, as required
- Contribute to the forecasting, and then subsequently monitor and control budgets, ensuring costs are properly allocated against the respective property schedule, contained within agreed levels, and corresponding reports provided as required.
- Assist the Facilities Manager in ensuring compliance with all statutory and internal obligations applicable to the ongoing occupation, operations and maintenance (including project work) of the Property.
- Have an overview and understanding of open helpdesk tickets raised by occupiers, ensuring that all helpdesk tickets are effectively triaged by reception and that the appropriate team has responded to the request in a timely manner.
- Raise purchase orders for works approved by the FM team in a timely manner.
- Process invoices approved by the FM team in a timely manner.
- Liaison with contractors and tenants to update on outstanding issues.
- Coordinate maintenance visits between contractors/tenants.
- Attend site and carry out Health & Safety checks/meter readings as required.
- Conduct regular building inspections and take action to rectify issues identified.
- Co-ordinate diaries and meeting timetables as required.
- Attend meetings as necessary and produce meetings/agenda as required.
- Take responsibility for record keeping as directed by the FM team.
- Provide holiday cover for FM team.
Person Specification
- Working knowledge of current statutory legislation and regulations, especially regarding Health, Safety and Environment.
- Knowledge and experience of managing contractors and service levels (e.g., M & E, security and cleaning) associated with a retail, office or business park/estate, and within agreed budgets
- Problem solving skills to continue to match resources to achieve various service requirements.
- Good knowledge of service charges and budgeting techniques (where possible to the financial dimensions outlined above)
- Excellent organisational and time management, able to meet tight deadlines and respond in emergency situations.
- Self-motivated and able to work on own initiative without ongoing direct supervision.
- Excellent interpersonal and communication skills able to effectively communicate at all levels and operate comfortably as part of a multi skilled team
- Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of the property.
- Previous facilities management or management experience in either retail or mixed-use environment
- Interest in the property sector and an understanding of the occupational requirements of tenants
- Good IT skills in particular Microsoft Word, Excel, SharePoint, and TRAMPS
Qualifications
- APP Fire Awareness, Permit to Work, Asbestos Awareness internal training courses – essential.
- IOSH qualification is preferred.