Job Description

Purpose of the Role

The Operations Support role's purpose is to assist in the day-to-day management of sites within the Letchworth portfolio, supporting the Facilities Managers and Property Management where applicable, and reporting to the Facilities Management Senior Operations Support. The role acts as a central contact point, ensuring statutory compliance, data accuracy and consistency of processes across the Letchworth portfolio for internal and external stakeholders.

Key Responsibilities

· To work alongside the Facilities Management team in a support role, learning all the key aspects of the FM role.

· To provide the Facilities Managers with administrative support and to field phone calls during periods of leave including reactive support.

· To provide support and advice to the business on Facilities Management matters.

· Updating and assisting in closing actions from Health and Safety audits and environmental audits including reporting on outstanding items.

· Assist with the administration of all insurance inspections and lift/escalator audits including saving and uploading statutory documentation to Dashboard/Riskwise and issuing documents to the relevant contractors for action.

· Assist with the retender of contracts and management of PTN Forms, as required.

· Assist the FM team in monitoring supplier service level agreements.

· To assist with Contractor call outs and arrange attendance to reported faults at properties and update tenants and FMs/Surveyors, recording and raising Purchase Orders for one of works as well as contracts.

· Arrange site appointments for insurance consultants and other appointments when required.

· Collate monthly reports from FM to report to PM Team and Surveyors where necessary.

· Advise the surveying teams of FM holidays and liaise with management administration.

· Assisting FM with updating and management of Dashboard/Riskwise, tracking upcoming compliance events and booking in requests where required. Raising actions following events completion and ensuring actions are closed in a timely manner.

· Assist and monitor the completion of service charge budgets by the FMs ensuring they are completed on time and report on stats quarterly.

· Preparation of log books and tenant handbooks.

· Vacant Property Inspections – Update VPI Tracker, instruct inspections, receive reports and review with FM raising any actions and/or audit actions. Ensuring to update Dashboard/Riskwise as well as the Clients Insurance SharePoint Folder.

· Collates contract figures for service charge budget preparation.

· Provide system guidance to Front of House (FOH) Teams across the portfolio.

· Maintaining site notes and updating tenant details on CAFM system as and when lettings/lease changes.

· Monthly compliance meetings with Client H&S team and preparation of compliance figures for quarterly report. Client requirements is 100% minimum.

· Assisting with FRI inspections, locating premises for FM/PM teams and keep track of inspections completed and raised actions on issues found.

· Attend the Cambridge office on a quarterly basis of the FM/PM meeting.

Safety & Security

• Ensure compliance with all client and Savills procedures and policies, including Health and Safety, COSHH and environmental matters.

• Ensure compliance with all statutory requirements and codes of Practice, Health and Safety requirements.

• To attend internal and external training courses that are deemed relevant to the roles to ensure that all health and safety policies are adhered to and understood.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as the role evolves within the organisation in line with overall business objectives of the organisation.

Relationships

• Property Management Director (Cambridge)

• Portfolio FMs

• FM & Operation Support Network

Skills, Knowledge and Experience

Essential

· At least 2 years experience in an administration role

· General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard

· Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook

· Reliable, helpful and well presented

· Ability to work in a team or alone

· Team player with strong customer service skills, able to provide a helpful and polite service

· Pleasant telephone manner and efficiency in relaying messages and taking instructions.

· Excellent communication skills

· Able to take comprehensive minutes of meetings

· Abilitiy to deal with confidential information

· Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner

· Able to work under pressure to deadlines

· Careful and conscientious with excellent attention to detail

· Willingness and ability to learn on the job, keen to undertake training and career development

Desirable

· Broad knowledge of office administration within a facilities management/property management environment

· Experience of dealing with senior level staff confidently with excellent verbal and written communication

· Experience and knowledge of helpdesk systems and procedures

· Experience working within a Facilities Management team

· Understanding of Health & Safety Legislation

Working Hours - 09:00 – 17:30

Please see our Benefits Booklet for more information.