MAIN ROLE & RESPONSIBILITIES:

The main purpose of the role is to provide administrative assistance to the Regional Facilities Managers to ensure the property portfolio is maintained to the highest level.

REPAIRS AND MAINTENANCE – DUTIES INCLUDE:

• Work as part of the QFM Team responsible for your given area/Helpdesk.
• Support the RFM with administrative duties whilst travelling.
• Process site requested repairs and maintenance requests on QFM.
• Process site email requests.
• Assist RFM obtaining quotes where required.
• Work through daily QFM reports and chase/query/raise where necessary.
• Coordinate maintenance workers via QFM.
• Attend meetings with RFMs and Contractors/Suppliers.
• Track overdue events.
• Maintain and update the Maintenance Matrix.
• Prepare reports for Estates and Operational personnel.
• Manage requirements for new maintenance personnel.
• Log out of hours call outs on QFM.
• Process invoice approvals via SAP.

SCHEDULED SERVICE/COMPLIANCE WORKS – DUTIES INCLUDE:-

• To maintain and update QFM to ensure compliancy across the group
• Add service schedules to QFM for new and existing properties – maintain and update where necessary.
• Publish schedules on the schedule planner.
• Daily check of certificates on the system – escalate/chase where necessary.
• File and attach certificates and reports on QFM.
• Regularly meet with Contractors for matters relating to planned and reactive maintenance functions.
• Set up and maintain service agreements and insurance inspections for properties which have lifts.
• Maintain a Database of Statutory Requirements.
• Contact Contractors for quotes for remedial works following scheduled service.
• Process invoice approvals via SAP.

GENERAL OFFICE DUTIES

• Support colleagues with Helpdesk cover during planned and unplanned absence.
• Printing and filing.
• Efficient handling of telephone calls.
• Excellent written and computer skills including accuracy.
• Excellent Team player and ability to contribute to wider Estates Team.
• Working knowledge of Outlook and Microsoft Office Packages.
• Excellent planning, time management and ability to prioritise workload to achieve deadlines.
• Confidence to develop relationships with both internal colleagues and external Contractors/Suppliers.
• Directly reporting to the General Office/QFM Manager and assisting with ongoing workloads