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Facilities Assistant
3 months ago
Facilities Assistant
**Job Purpose**:
Reporting to Facilities Manager, you will provide a vital administrative role within the Facilities Management Team.
The role requires versatility and a strong work ethic with an ability to adapt to changing customer and business requirements
**Key Responsibilities**:
- Responsibility for monitoring and ensuring proactive and reactive works issued through the helpdesk are completed and updated on the system within set time frames.
- Responsibility for ensuring all contractor and engineering certificates, service reports and documentation are recorded within the correct files and upload on to the relevant systems.
- To undertake contractor control duties, monitoring contractor whilst on site and ensuring standards of workmanship are met, issuing of related permits, and carrying out inductions.
- Ensure that all ISS site Files are kept up to date with the relevant information
- To ensure all staff are trained to a BICS standard
- To manage and utilise the soft service team, including recruitment
- To provide a professional service and represent the company in a way which ensures customer satisfaction.
- To assist with setting up meeting room layouts
- Check access doors on the net2 system weekly for staff trying to enter areas that have restricted areas.
- To carry out investigations on unauthorised access attempts.
- File all copies of investigations and upload to Kahootz
- To Monitor access control and ensure any leavers are removed from the System
- Carry out a stock take of access control cards and re-order as necessary
- Maintain the coffee Machine as and when LR are absent
- Collect all Outgoing Mail / Post from relevant points throughout building on a daily basis
- Ensure all Mail that requires DX Services is labelled up and sent out accordingly
- Ensure DX Figures are sent to the HMLR Team as required
- Deal accordingly with special requests for Mail / Post
- Assist with ensuring HMLR Staff equipment i.e. Laptops are sent accordingly and correctly
- Assist and help with In-Coming deliveries for HMLR and make contact with the recipients accordingly
- Conduct External Building Checks including Grounds & Car Parks
- Conduct Internal Building Fabric Checks
- To take a proactive approach to client liaison and ensure that concerns are dealt with or relayed to management as necessary. To be fully aware of contractual requirements and customers needs at all times.
- Collation of Daily Attendance Figures to be uploaded to Kahootz
- Collation of Post Figures & HMLR Staff not using Booking App Correctly Figures all to be loaded onto Kahootz
- Responsible for ordering mail supplies (where required)
- Responsible for all admin / furniture deliveries
- Complete Desk moves as part of DSE Changes
- Updating and monitoring of Weekly cleaning rotas
- Additional Admin Duties because of COVID
- Ad Hoc Clearing of pathways and walkways due to inclement weather (where required)
- Ad Hoc Litter pick ups outside grounds
- Act as part of the Incident Control Team for any incidents that require this.
- Be trained and use effectively the following systems, Cemar, Track Record, Tririga, Insight, Smartnet, AssessNet and fieldFLEX**.**
- To act as a Team player at all times covering breaks and ensuring the smooth running of the team.
- Ensuring compliance with H&S regulations, risk assessment, COSHH etc - Suggest improvements and innovations to improve the service provided.
- Complete on a daily, weekly, monthly basis cleaning audits on all areas to ensure the standards are met.
- Order as necessary any consumable items for cleaning or engineering use. Obtaining the appropriate approval from your line manager.
- Complete as required any payroll information and ensure this is submitted on time every time.
- Ensure the Facilities Management office / area is kept tidy at all times.
- Ensure that you take pride and ownership of your work at all times.
- Complete as required certain low-level planned maintenance works.
- Attend and undertake any training as required to fulfil the role.
- Complete as instructed any other task or duty as defined by your line manager **Behavioural Competencies**
**Customer**
- Actively encourages a customer-based focus within the team.
- Familiar with service delivery and specification and delivers quality by following procedures.
- Builds relationships in a professional manner.
- Courteous and polite when dealing with customers.
**Results Focused**.
- Demonstrates persistence, energy and enthusiasm to overcome obstacles and achieve results.
- Sets and stick to realistic timescales and prioritise tasks.
**Innovation**
- Open to new ideas.
- Willingly tries new approaches to work issues.
- Responds positively to creative suggestions from others
**Respect**
- Displays sensitivity to what people say and how they react.
- Recognise the diversity within the team and utilises these differences to the full.
**Person Specifications**
Must have worked in a similar ro
