Facilities Assistant

2 weeks ago

Old Street, Greater London, United Kingdom CBRE Full time

Job Title:
Lead FM Assistant

Based:
London

Reports to:
Facilities / Contract Manager

PURPOSE OF THE JOB


The primary responsibility of the Lead FM Assistant is to support the day-to-day operations of the building, working closely with the CBRE Facilities / Contract Manager, client FM Manager and the wider CBRE FM team, to ensure the smooth running of the clients UK office.

The Lead FM Assistant will be responsible for helping to maintain a welcoming, clean, secure and safe working environment for internal staff and visitors.

This person will also manage an FM assistant with their workload.

KEY RESPONSIBILITIES
Understand, anticipate and deliver customer (internal and external) needs while building effective relationships Positively respond to both our internal and external customers through effective communication and personal accessibility

Understand procedures and processes and operate them to the required standard, including, but not limited to the following:

  • Managing an facilities assistant, keeping them motivated and engaged, also managing their workload
  • Reporting any hazards or noncompliance issues to the CBRE Facilities / Contract Manager
  • Ensure meeting rooms are in a good condition before the start of all meetings and tidied once meeting has finished liaise with IT Team if there are any meeting room AC/VC issues
  • Setting up meeting rooms
  • Respond to everyday office incidents and assisting with emergencies
  • Assist with internal desk, small furniture, storage box moves and other office related items
  • Liaising with contractors/cleaners/overseeing subcontractors while on site
  • Event organization and assistance tending to special requests when internal events are planned in the communal area
  • Ensure office storage areas and fire exits are clear of clutter
  • Issue new starter passes liaise with the IT Team to ensure they have desk set up completed before start date, checking that the desk, chair, pedestal are clean, name plate displayed and where necessary, complete building tour on starters 1st day
  • Collaborating with IT, maintenance, cleaning and other key departments to ensure time ly reporting of jobs
  • Managing all communications methods and responding to them in a timely manner
  • JIRA in particular daily with any works/requests from colleagues should be logged through this system so that the whole team is aware
  • Work closely with the Maintenance Engineer and carry out tasks such as changing lamp changing
  • Complete minor maintenance issues such as door release buttons and resetting of alarms
  • Support Front of House team duties (Reception) when required
  • Complete building inspections, reporting and rectifying any defects and hazards as appropriate
  • Prepare, review and adhere to Method Statements and Risk Assessments for all tasks carried out to ensure safe working practices
  • Supervise subcontractors to ensure comply with contractual commitments, and site operating processes
  • Adhere with the CBRE A-Z rules and toolbox talks
  • Support the maintenance of the onsite eLogbook's to ensure they are up to date at all times with the necessary documentation
  • Liaise with subcontractors to ensure that planned maintenance visits are carried out within the service level agreement, as well as arranging adhoc visits as and when required.
To complete all e-Learning modules on time and with no manager escalation - all Morningstar Compliance attestations/training must be dealt with promptly

Actively participate in a diverse and effective team

Convey messages and ideas clearly and openly - involve people and positively influence decisions

Actively participate in the provision of a safe & healthy working environment, and ensure compliance with all Company policies and procedures, as well as client site policies, procedures and working arrangements, as required

Ensure a professional image of CBRE is presented to clients and visitors, and ensure excellence in customer service is delivered and promoted at all times

Carry out any reasonable request from the CBRE or Client management team


The purpose of this role profile is to focus attention on the most important aspects of the role of FM Assistant.

It is not intended to be a complete list of every duty and it is therefore expected that the day-to-day performance of the job will include tasks not listed above.

PERSON SPECIFICATION - EXPERIENCE

[Essential] Strong customer service skills and at least 2 years' experience of operating within a customer service environment

[Essential] Strong team player within a customer-facing front of house team

[Desirable] Good understanding of reactive and planned maintenance - cleaning, porterage, handyman duties [Desirable] Experience in maintaining Logbooks

[Essential] Fluent in English, both verbal and written

PERSON SPECIFICATION - INTERPERSONAL SKILLS

Must demonstrate a strong sense of customer focus

Excellent verbal, and good basic standard of written, communication skills Calm man

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