Facilities Helpdesk Supervisor

6 months ago

Edinburgh, United Kingdom VPZ Full time

**Facilities Helpdesk Supervisor**

**45 Hours Per Week**

**Monday - Friday (09:00-18:00)**

**Up to 30K per annum DOE**

The Maintenance Supervisor is responsible for managing reactive jobs raised by the stores, arrange planned maintenance and compliance works and manage a small team of Helpdesk operators and providing assistance to the Finance team with the Electric and Water billing/usage issues.

**Key Responsibilities**:

- Prepare a Planned Maintenance programme and ensure the contactors receive all the necessary information to carry out the work requested.
- Deal with day-to-day maintenance requests to ensure the SLA Agreement is met.
- Seek quotations for Reactive Maintenance works across the portfolio and submit to the Operation Director for approval.
- Gain quotes from external contractors when needed.
- Management of Property documentation and data including collecting annual service and testing certificates in the Property team Google Drive and keep the tracking spreadsheet up-to-date.
- Provide reporting on key KPIs, including adherence to SLAs and financial information.
- Collect and submit monthly electricity, gas and water meter readings.
- Assist the store staff in dealing with reactive jobs, from the Emergencies to the planned maintenance using dedicated platform.
- Liaise with letting Agents, Landlords and Factors to ensure repairs are completed.
- Collaborate with external contractors and suppliers to ensure issues are dealt with promptly and on budget.
- Liaise with the Head of Audit to instruct contractors to carry out Annual service and to inform the store staff of Statutory Compliance visits.
- Prioritise repairs by urgency, trade, and location to ensure the most efficient use of resources.
- Assist the Finance team in the invoice reconciliation for the work carried out and with Electric and Water billing/ usage issues.
- Identify Welfare, Health and Safety, and Security issues and ensure they are dealt with promptly, escalating exceptions as appropriate.

**What we are looking for**:

- Experience in a similar role within Property Management, Maintenance Contractor, Facilities Service
- Knowledge of Statutory Compliance / testing required for a multi-site portfolio.
- Excellent communication skills (especially written).
- Experience in Contractor Management/ regular contact with discussion on repairs and costs
- Excellent customer service skills.
- Maintain an excellent level of service with all types of enquiries.
- Ability to collaborate effectively with stakeholders at all levels of the organisation.
- Adaptable/ flexible approach to work with a positive attitude, able to multi-task to meet a variety of challenges.
- Strong problem-solving and decision-making abilities.
- Desirable experience dealing with Factors.

**Benefits**:

- Company pension scheme
- 28 days holiday entitlement
- Paid breaks
- Up to 50% Staff discount
- Fantastic opportunities for development

**If this is a role that interests you, please hit apply**

**Job Types**: Full-time, Permanent

Pay: Up to £30,000.00 per year

**Benefits**:

- Employee discount
- On-site parking
- Referral programme

Schedule:

- Monday to Friday

Work Location: In person

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