Facilities Management Administrator

**Facilities Management Administrator - Job Description**

Barnsdales FM work with a charity on various sites around the country that house vulnerable adults. We work with the charity to maintain their independence and quality of life by providing general maintenance and well-being

**Job Purpose**

To liaise with the onsite client and work as part of the wider team providing an effective and efficient property maintenance service to the client across 3 sites in Gloucester.

**Requirements**:
Must have excellent IT skills in the use of MS Word, Excel and other Microsoft programmes. Must show empathy and respect for the understanding of the residents and their needs. Should hold a current driving Licence and own transport essential and have knowledge of Safeguarding of Vulnerable adults. Excellent communication skills and you will need a level temperament and a good sense of humour to cope effectively in on the busy days, and on the quieter days you will need the ability to use your time effectively and give priority to the most important projects on hand.

**Remuneration and Training**:
The position is full time permanent, remunerated at a starting salary of £23,000 per annum.

Holiday entitlement 21 days per annum plus Bank Holidays. Leave to be approved by line Manager.

You will be entitled to join a Workplace Pension Scheme after 3 months service

You will be required, and we will pay for you to be DBS checked.

You will be given training relevant to your role. You will also be given training in Safeguarding Vulnerable Adults

**Hours of work**:
The standard working week is 8.30am to 5pm, Monday to Thursday and finish 4.30pm on a Friday with 1 hour for lunch. The job holder however is expected to be flexible to meet the requirements of the job and the good running of the sites.

**Role Responsibilities**:

- Manage to completion all reported issues and keep all relevant staff, Managers, Area Managers and Site staff updated
- Actively coordinate and support all repair and refit programmes as and when required.
- Source goods and services, engaging and ordering as required
- Arrange site surveys as and when required
- Visit sites throughout the estate as and when required to ensure solution focused approach and necessary progress is made
- Periodically perform facility quality audits at each location
- Communicate frequently and clearly with all internal customers and all Contractors/third party suppliers
- Liaise with out of hours and ad hoc support
- Drive the continuous improvement of processes and procedures to enhance customer experience and reduce costs where possible
- Complete general administration and correspondence
- Report any issues that may affect the client/residents/the service of the property
- Assisting the FM management in undertaking regular property inspections, compiling the reports and following up on necessary actions
- Ensuring all the H&S requirements/legislation is met
- Maintain relationship with client and residents on regular basis.
- To monitor, the delivery and coordination of the regular PPM tasks (such as gas safety certificate) and to pick up, record and follow up on helpdesk calls
- Monitoring contractor’s performance and the successful delivery of contract agreements (PPM’s, projects etc)
- To assist on the follow up process for reactive maintenance call outs
- To set up and manage relevant reports
- To understand expenditure allocation and ensure invoices are correctly coded against each S/C budget and correctly addressed and invoiced by the supplier

**Skills and Competencies**:

- Ability to work on own initiative
- Eye for detail and ability to follow up
- Good interpersonal skills, capable of communicating at all levels
- Excellent IT and Admin skills
- Good organisational skills
- Interest in continuous improvement and development
- Interest in implementing new policies and procedures
- An open mind-set willing to learn from others, accept feedback and bringing new ideas
- Awareness of the impact of communication style
- Actively builds and develops relationships within the team and colleagues
- Positive about learning, development and new ideas
- Ensures customer satisfaction
- Effectively controls costs within own job areas and awareness of those outside immediate responsibility
- Abilities to prioritise and organise workload
- Ability to meet deadlines
- Displays flexibility to ensure the achievements of targets
- Displaying integrity when dealing with colleagues and our client

**About you**:
**Essential Criteria**:

- Significant recent experience in a similar role with responsibilities
- Self-Starter with a professional approach coupled with strong interpersonal skills and high levels of enthusiasm
- Excellent planning, organisational and time management skills
- Able to demonstrate excellent communication skills both written and oral, together with strong IT and administration skills
- Confidence to work under own initiative, yet take direction well
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