Purpose of the Role
The purpose of the role is to provide support to the Grosvenor Property FMI client in the transition of systems, as well as providing the highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.
Key Responsibilities
- Assist with the transition of data from client to Savills systems.
- Accurately update data and management information.
- Work alongside the Facilities Management team in an administrative support role, learning the key aspects of the FM role.
- Provide the Facilities Managers with administrative support and to field phone calls during periods of leave.
- Spend time with key Property Management departments to understand the corporate supply chain process, the management agreement and services offered, our key policies and procedures, legislation relating to handling client monies and the roles undertaken in Client Accounting, Credit Control and Treasury to be able to better support the business.
- Assist with raising work orders for the Facilities Managers on the chosen client system.
- Check and approve costs under £500 for FMs(including routine PPM costs).
- Update and assist in closing actions from compliance documentation and Health & Safety Audits.
- Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorisation limited. Ensuring that the Facilities Manager and Surveyor approves beforehand where required.
- Ensure all statutory documentation is in place, request where necessary.
- Compile and complete client Monthly/Quarterly reporting and attend client meetings to support and present data.
- Monitor and update all client portals as required.
- Track outstanding Work Orders via Planon i.e. Mandatory Remedial Works, On Hold Status. Booking time slots with FMIs to review.
- Review compliance documentation & customer satisfaction surveys on Planon.
- Review of PPM planners for each property, using data from Planon to review accuracy of PPM planners.
- Tracking of insurance claims, contacting insurer with claims information and tracking response/actions.
- To provide cover for other FM Coordinators within the team as and when required.
- Facilities Management travel coordination/arrangement.
- To be a superuser on all systems used throughout the portfolio and assist with training new starters.
- Compile Tenant Handbooks, Emergency Plans, Hazardous Waste Registers etc. in conjunction with the Facilities Managers and ensure data is uploaded to the relevant system.
- General administrative duties such as, but not limited to; filing, data input, meeting and travel booking.
- Other adhoc duties as and when required to include Facilities Management post and stationary requirements.
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
- 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.
- Ability 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 an aptitude for attention to detail.
- Willingness and ability to learn on the job, keen to undertake training and career development.
Desirable
- Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
- 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.
- Data input experience.
- Experience working within a Facilities Management team.
- Understanding of Health & Safety Legislation.
Working Hours - 37.5hrs
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Please see our Benefits Booklet for more information.