Ref
140480
Business Unit
Workplace, Arts & Culture
Location
London - Gresham Street
Salary
Competitive
Closing date
31/01/2023
Contract type
Full time
Employment type
Permanent
Description

Overall Purpose of Job

 

  • To provide support to the on-site management team (Building Manager, Soft Services Manager, Technical Services Manager), and Avison Young PM team
  • Maintaining regular contact with the client team and building occupants by developing business relationships
  • Assist with organising regular review meetings with all key contractors, liaise with GM, SSM, TSM & PM on any building issues
  • Provide full administrative support to the on-site management team and Avison Young PM Team

 

Main Duties, Responsibilities & Accountabilities

 

  • Monitoring the H&S platform on daily basis, reporting on gaps and chasing contractors for paperwork. Coordinating access for inspections – e.g. fire systems servicing, electrical testing etc. Reporting any concerns to all within management team
  • Provide reports from the compliance system to the GM/TSM and PM.
  • Collate stats from third party providers to include in reporting.
  • Assisting with access for all building inspections (i.e. WAH, FRA, H&S etc.)
  • Issuing PTA and PTW following sign off of RAMS by others – monitoring designated inbox and distributing RAMS to the relevant management staff
  • Maintain good working knowledge of contract scope
  • Organising insurance inspections for the site, monitoring all incoming reports for any remedial works that may be instructed as an outcome of those inspections
  • Answer all occupier queries and refer to relevant person, escalate as and when required
  • Raise POs for all works at the request of the wider BM team.
  • Coordination of ad hoc meetings and events (i.e. project meetings, occupier meetings etc.)
  • Effective use of accounts and IT systems as required
  • Assisting with annual service charge budget preparation with training from GM - preparing, monitoring and assisting in reconciling throughout the year.
  • Daily client and tenant liaison
  • Attend and take minutes at Client and Occupier Meetings
  • Organise and co-ordinate fire evacuation drills for the site.
  • Support the facilities management team in ensuring that all site records are maintained in a comprehensive and accurate state.
  • Collate and report on waste data.
  • Carrying out any reasonable task requested by all members of the senior management team

 

Desired Knowledge, Skills and Experience

 

  • Prior experience in a facilities / administrative role, using CAFM systems/ compliance systems and organising contractors.
  • Excellent organisational and administration skills; a keen eye for detail.
  • have excellent computer literacy and be a confident user of required Microsoft packages, particularly Outlook and Excel.
  • Strong initiative and be proactive.
  • Able to work unsupervised and prioritise workload to meet deadlines; good time management.
  • A confident and clear communicator at all levels.
  • Able to remain calm under pressure.