Job Purpose
To provide administrative and operational support to a team of Facilities Managers and Assistant Facilities Managers who have day-to-day responsibility for the management and operation of a portfolio of properties.
Key Objectives
- Support the Bristol-based FM and others in the same region/team with administration and operational support
- Support the Bristol-based FM and others in the same region/team to ensure full statutory compliance is consistently achieved
Key Accountabilities
- Provide a general helpdesk facility for the FM team
- Raise purchase orders for works approved by the FM team promptly
- Process invoices approved by the FM team promptly
- Ensure monthly emergency contact lists are updated
- Liaison with contractors and occupiers to update on outstanding issues
- Coordinate maintenance visits between contractors/occupiers
- Attend the site and carry out H&S checks/meter readings as required
- Coordinate 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 the Facilities Management team across Bristol sites.
- Track and monitor H&S compliance
- Any other items that may be deemed necessary to undertake
Dimensions
Property Outline:
Based in a large commercial office building in the centre of Bristol, and will support with other properties in the city.
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 – Directors, surveyors, accounts, consultants and FM Team
- Health & Safety Consultants /Insurance Inspectors
- Occupiers – their consultants, fit-out agents and contractors.
Person Specification
These are the minimum key areas of knowledge, skills and experience.
- Experience of administration tasks
- Friendly persona
- Strong communication skills
- Self-motivation with good attention to detail
- Experience in basic clerical duties and office procedures
- Good working knowledge of MS Office to a competent level within an office environment
- Can do attitude
- Facilities management/helpdesk background is desirable but not essential.
