Title:  Facilities Assistant

Job Description

his role supports the Facilities Manager in the development and delivery of contracted services to our Clients.

Scope of the Role:
This role supports the Facilities Manager in the development and delivery of contracted services to our Client. The Facilities Coordinator will be responsible for all day to day facilities services on site such as office appearance, planned and reactive maintenance, vendor oversight, purchasing of supplies, event support and space/move management. The objective of the role is to work within the Aramark company guidelines and provide the client’s internal and external customers with supportive, efficient and professional services at all times.

Job Responsibilities

Job Responsibilities

• Assist the Facilities Manager in all aspects of Contract/Project implementation as needed to ensure efficiency & effectiveness.
• Daily inspection of the client premises, addressing and reporting any issues identified.
• Coordinate onsite activities to ensure tasks are performed successfully & there is minimal disruption to operational activities
• Daily on-site management of all contractors/vendors & work permit issue to ensure standards are maintained at required level
• Responsibility for all day to day management, control, coordination, execution of all operations under your remit and reporting directly to the Aramark Facilities Manager.
• Administration of FM processes such as PO, invoices, service reports etc. working closely with the Facilities Manager.
• Ordering of hard services consumables in conjunction with site technician ensuring adequate supplies are available at all times
• Manage reactive requests submitted through the Site Facilities Mail-Box / CAFM / ticketing system
• Manage the PPM schedules & completion of PPM and reactive maintenance works and record any further actions required
• Manage & ensure the CMMS/CAFM systems are kept up to date on an on-going basis covering Hard & general services.
• Ensure Coordination, issue & completion of In-house PPM & Reactive tasks by liaising at all times with the appointed site technician & other team members as appropriate
• Space management and move co-ordination, monitor & assist with meeting room set ups, block bookings
• Provide first level support to AV systems, Printers including print database & PUK codes, Meeting room booking system
• Assist with post room cover as may be required due to the nature of post room duties
• Be recognised as the local facilities ambassador and point of contact for queries
• Ensure all procedures & operational manuals are kept up to date at all time
• Conduct regular site audits to ensure compliance with company health & safety procedures and current legislation
• Support and drive projects & initiatives that add value to the client’s business
• Provide regular and accurate reporting of activities such as performance, accruals, audit scores, PPM completion rates etc.
• Promote a positive environment emphasizing flexibility & understanding with superior customer service
• Any other duties that may be reasonable required of you given the broad nature of the role and the time available.

Qualifications

• FM experience at Facilities Co-coordinator level
• Proven customer service & people management skills
• Ability to prioritize multiple customer requests effectively
• Ability to work independently completing tasks & responsibilities in a timely manner
• Good understanding of building services with ability to work with specialized suppliers
• Strong attention to detail & a keen sense of customer service
• Strong communication (verbal & written) and interpersonal skills experience
• Ability to multitask & keep multiple customer issues in progress at once
• Good organizational & administration skills and ability to prioritize workload efficiently Problem-solving skills & attention to detail
• Self-motivated, confident, adaptable & ability to work as part of a team
• Fluency in English and computer literate