Business Support Assistant

7 months ago

Grays, United Kingdom Savills Management Resources Full time

**Purpose of the Role**

Reporting to the Fire, Health & Safety Manager, the Business Support Assistant operative will be responsible for supporting the delivery of reactive and planned maintenance as well as technical and health & safety compliance of the Centre. Working closely with the Technical Team, the Helpdesk operative will manage the logging of information and tasks on Concept to ensure statutory compliance and effective completion of tasks. They will also be responsible for the undertaking of workplace audits and tracking the completion of audit tasks across the business and for the tracking of health & safety documentation such as risk assessments.

Working closely with the reception team, delivering excellent customer service to visitors and customers of the centre, assisting with administrative duties and dealing with customer and retailer queries.

**Key Responsibilities**

This role will involve a variety of tasks including:

- Developing close working relationships with internal customers and service providers to fully understand all aspects of the business
- Present all outputs of the Technical Services & Health & Safety Team accurately, to a high standard and in a timely fashion
- Work closely with all teams to ensure a smooth and seamless service
- Provide World Class Service in all aspects of the role Main Duties: All aspects of our Technical system support processes including:

- Provide input, monitoring and reporting to the technical business systems: Concept (CAFM), Contractor Tracker, etc.
- Data input and monitoring of the centre’s CAFM system regarding all planned and reactive tasks, resource allocation and close-down of tasks for both subcontractors and internal resources of internal PPM assignment, call Logging, reactive assignment, document upload and task closure
- Proactively monitor the centre’s CAFM system to achieve the centre’s agreed service level agreements, compliance monitoring, follow-up on actions; stock control.
- Assign and manage tasks to centre’s sub-contractors in line with agreed SLAs and close out with all statutory certificates and reports as required, subcontractor management & assignment; print job cards for contractors to complete and close down subcontractor jobs on system
- Full support to BSA/BSC, compliance in any additional tasks or actions or upload of documents to jobs, management of compliance logbooks, performance reporting and upwards escalation
- Ensure the centre’s work permit authorisation is followed with contractors’ access and permits in place for all on-site activity in line with centre procedures
- Support the centre’s Health and Safety and Fire personnel with correspondence, reporting and data input
- Any other duties that may reasonably be required from time-to-time and working as part of the reception team

**Skills, Knowledge and Experience**

Essential:

- Excellent Customer Service skills, with previous experience of dealing with internal and external clients
- Polite, professional, articulate, outgoing and a confident communicator (both written and verbal)
- A high level of interpersonal skills and a willingness to work as part of a team
- Ability to prioritise workload and meet the daily demands of the team either working alone or as part of a team
- Adaptable and flexible whilst working in a busy multi skilled office environment
- Excellent attention to detail and presentation
- Understanding the need for confidentiality when dealing with both internal and external information

Desirable:

- Deadline driven helpdesk environment and or previous experience of working in a Technical Administration environment
- IOSH Qualification

Working Hours - Early - 06:00 - 14:30 Late - 14:00 - 22:30 (On a rota basis) for Helpdesk x 5 shifts P/W covering a weekend day - business hours when on reception duties

Salary - £24,849

Please see our Benefits Booklet for more information.

LI-DNS

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