DESCRIPTION

The Facilities Assistant reports to the Team Leader or Senior assistant and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner, as well as being the initial point of contact for the Facilities department. You must also always demonstrate a high level of security awareness and have knowledge of emergency evacuation procedures and Health & Safety.

SKILLS KNOWLEDGE AND EXPERTISE

• GCSE/GCE qualifications in Maths and English
• IOSH of other Health and Safety qualification desirable
• Experience working within a Facilities environment.
• Good IT skills including Microsoft Office (especially Excel & Power Point)
• Knowledge/understanding of M&E services (mechanical and electrical services)
• Strong track record of managing external relationships.
• Demonstrable understanding of purchasing, invoicing & procurement processes
• Full clean driving licence and be physically fit to full fill the role.
• SIA level 1 security certificate would be beneficial.

• Locking and unlocking of all CDL properties daily and reacting to requests to opening off site buildings as and when required.
• To proactively work towards promoting a sense of pride in the facility department by being reactive and proactive.
• Prepare for Health & Safety and Environmental audits, by ensuring all checks are completed and any faults/issues are raised.
• Ensure the delivery of Facilities Management service is to a high standard. Identifying opportunities that will continuously improve all aspects of FM operations.
• Assist with Fleet daily duties, including checking each vehicle is road worthy, report any issues to Senior facilities assistant or Team Leader and assist with any other requests required such as organising hire cars for client visits.
• To be responsible for all external contractors in the building daily, Cleaning, Maintenance, Catering, Plant Maintenance and Pest Control ensuring all Service level agreements (SLA) and Key performance indicators (KPI) are maintained.
• Carry out building & meeting room checks daily, ensuring any issues are dealt with in a prompt and efficient manner.
• The ordering and upkeep of the stationery that is used by the entire building. Includes placing weekly order also first point of call for ordering the consumables.
• Assisting the Facilities department with office moves and other general ad hoc projects.
• Identify any furniture that requires replacing.
• Organisation of meeting room setups. Act as point of contact for company departments and contractors ensuring lines of communication are maintained and regularly monitored – such as email, mail, telephone, and helpdesk.
• Ensure attending contractors onsite have authority to work and have provided the correct health and safety documentation and permit to work before commencing work. Record contractor activities onsite.
• Ensure contractors have full filled their duties and the area is clean and safe.
• Support and assist the Facilities Manager and the team with administration requirements.
• Liaise with service providers and contractors to ensure regular activities are undertaken e.g., recycling, courier services.
• Manage contractors, contracts and suppliers as directed to ensure service delivery.
• General health and safety duties including risk assessments, contractor monitoring and other statutory and non-statutory site requirements.
• Attend training and course as directed by the Facilities Manager.
• Assist with maintaining the property to an acceptable high condition if contractors are not available, including cleaning, grounds maintenance, D.I.Y when required including painting and hands on maintenance & waste services. Using on site equipment such as MEWP lawn mower etc to achieve standards required.
• Liaising with Security contractors respectively ensuring that the site is always fully operational.
• Assist with the local management of Environmental matters to ensure targets are met such as recycling targets and any issues are resolved. Record all recycling data and file transfer notes appropriately.
• Carry out the building fire drills and ensure a maintained fire marshal system, organise Fire safety training with staff in line with legislation, organise First Aid training with staff in line with legislation.
• To ensure that Procedures are adhered to in relation to all purchase requisitions and invoices within Facilities.
• Ensure signage on site is always appropriate and current.
• Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures as well as general Health & Safety
• Cover Reception as and when required including answering the phones to clients, suppliers, and other general requests.
• Help with Event setups. This will include onsite and offsite if required. This may include taking equipment off site to a presentation or on site for CDL strategy meetings, Business updates, department Q&A’s BBQ’s, CDL summer party etc.
• Assist all departments when required particularly Finance, and Platform Engineers now hybrid working allows them to work from home more. Ensure
• all requests and communications between departments are recorded through ServiceNow.
• To answer all department emails, Teams, and ServiceNow are dealt with in a timely manner and ensuring the inbox is managed correctly.
• On request drive minibus for pickups and drop offs at Stockport train station. If clients require picking up from train station or Manchester airport pick them up and drop off in the Tesla.
• Special requests for Volunteer(s) to assist CDL employees with their travel / presentation engagements which may include an overnight stay.