Facilities Assistant

2 months ago

London, United Kingdom Ashdown Phillips & Partners Full time

**Job Purpose**

To provide administrative and operational support to a team of Facilities Managers and Assistant Facilities Managers who have day to day responsibility for the management and operation of a portfolio of properties.

**Key Objectives**
- Support the London Facilities Management team with administration support
- Support the London Facilities Management team to ensure full statutory compliance is consistently achieved.

**Key Accountabilities**
- Provide a general helpdesk facility for the FM team
- Raise purchase orders for works approved by the FM team in a timely manner
- Process invoices approved by the FM team in a timely manner
- Ensure monthly emergency contact lists are updated
- Liaison with contractors and tenants to update on outstanding issues
- Coordinate maintenance visits between contractors/tenants
- Attend site and carry out H&S checks/meter readings as required
- Co-ordinate diaries and meeting timetables as required
- Attend meetings as necessary and produce meetings/agenda as required
- Take responsibility for record keeping as directed by the FM team
- Provide holiday cover for FM team across London Sites

**Dimensions**

**Property Outline**:
**Communication Lines**:

- Contracts management and staff for Security, M&E, Cleaning and Landscaping.
- Fabric maintenance contractors - communicating with contract managers and operatives.
- Ashdown Phillips & Partners - MD, Directors, surveyors, consultants, staff and FM Team
- Health & Safety Consultants /Insurance Inspectors
- Occupiers - their consultants, fit out agents and contractors.

**Person Specification**

These are the minimum key areas of knowledge, skills and experience.
- Experience of administration task
- Friendly persona
- Strong communication skills
- Self-motivation with good attention to detail
- Experience of basic clerical duties and office procedures
- Good working knowledge of MS Office to a competent level within an office environment
- Can do attitude
- Facilities management/helpdesk background desire

**Benefits**:

- Cycle to work scheme
- Health & wellbeing programme
- Life insurance
- Referral programme
- Sick pay

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus scheme
- Performance bonus

Application question(s):

- What is your desired salary?
- What is your notice period?

**Experience**:

- Administrative: 1 year (preferred)
- Compliance management: 1 year (preferred)
- Facilities maintenance: 1 year (preferred)

Ability to Commute:

- London (required)

Work Location: In person

Expected start date: 26/02/2024

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