REPORTING TO Head of Estates & Facilities
MAIN AIM:
To provide operation of the Facilities Helpdesk and organisation of works through the Helpdesk via selected contractors and suppliers. To maintain accurate security and administrative records and provide administrative support for the Estates and Facilities function.
RESPONSIBILITIES
Helpdesk
To operate the Facilities Helpdesk from Monday to Friday between the hours of 8.00am to 5.30pm on a rota basis.
To receive, consider, prioritise, organise and administer requests for assistance and maintenance from stores.
To monitor and keep stores regularly informed of progress of outstanding works via the Helpdesk.
To liaise with other Head Office departments in respect of over-lapping works.
To liaise with the Premises Maintenance Manager in respect of works requested from or by him.
To assist if required in the expansion and development of the Facilities Helpdesk software.
Facilities Contracts
To liaise with contractors and suppliers to ensure works are instructed and delivered on time and to the required standard.
To maintain up-to-date records in respect of maintenance agreements with external suppliers, to enable the Company to demonstrate compliance with health and safety requirements.
To place orders, raise purchase orders and reconcile invoices for works requested by the Head of Facilities and Facilities Manager.
To assist as required, in the administration of the stores’ capital expenditure and makeover programme.
To assist if required, in reviewing existing contracts for quality and cost of service and source potential alternative suppliers.
Reports and procedures
To assist as necessary in the production of departmental reports and procedures, as required.
Security Procedures
To liaise with the Company’s alarm, CCTV and mobile security companies to obtain and provide information to resolve issues on existing stores.
To have an understanding of store security procedures.
Facilities Administration
To carry out any photocopying and filing duties in connection with the Estates and Facilities function.
To regularly review outstanding work with the Estates and Facilities team.
To provide administration assistance to support the Estates and Facilities function.
General
To take a proactive approach in respect of all tasks and to undertake any other ad hoc duties in order to support the Estates and Facilities function
To provide cover for the department as required, especially during holidays.
The successful candidate will ideally have previous experience of facilities and building maintenance and be familiar with working with external contractors, as well as possessing excellent organisational and communication skills.
"Due to the high volume of applications we currently receive, we are unable to respond to all candidates. If you do not hear from a Consultant within 5 working days unfortunately you have been unsuccessful on this occasion"
