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Facilities Management Officer

2 months ago

King's Lynn, Norfolk, United Kingdom Integral UK Ltd Full time
Job Overview

Position: Facilities Administrator
Company: Integral UK Ltd
OBJECTIVE OF THE ROLE:
The successful candidate will support the administration of the CAFM system and provide essential services to the Management Teams, ensuring adherence to contractual obligations and addressing service disruptions effectively.
ROLE DIMENSIONS:
Delivering a prompt and efficient service as a vital member of the facilities team.
REQUIRED KNOWLEDGE, SKILLS, AND EXPERIENCE:
A grasp of helpdesk operations with the ability to follow directives while also exercising independent judgment when necessary. Essential skills include: strong communication abilities, a professional telephone demeanor, basic knowledge of databases, proficiency in word processing and internet navigation, a flexible work ethic, and effective file management. The candidate should be eager to learn about contract service standards, payment processes, and develop familiarity with the client and associated entities to assist the broader team in fulfilling contractual commitments.
KEY RESPONSIBILITIES:

  • Manage the CAFM System by processing reactive and planned requests, communicating necessary information to responsible parties, and keeping clients informed as needed.
  • Maintain an accurate audit trail within the CAFM system from initiation to resolution of events.
  • Ensure timely completion of all statutory and compliance Planned Preventative Maintenance (PPM) tasks, with documentation uploaded for audit purposes.
  • Collaborate with the Engineering Supervisor to schedule subcontractor appointments, ensuring compliance with contract terms.
  • Handle Requests for Information promptly and efficiently.
  • Oversee the extension of time process, securing client approvals and accurately documenting these approvals.
  • Analyze and interpret data to fulfill management and client requirements.
  • Assist in the creation of the weekly newsletter.
  • Coordinate bookings for work within buildings through calendar invitations, providing current information on risks and impacts.
  • Adhere to safe working practices, respecting Health and Safety regulations, COSHH, waste management, and other legislative requirements.
  • Document and report all accidents and incidents as necessary.
  • Contribute to the effective operation of the Facilities Management function.
  • Maintain awareness of site policies, procedures, and objectives related to the administration and helpdesk services.
  • Provide clerical and administrative support to the Management Team, including word processing, filing, reception duties, and general office tasks as required.
  • Perform additional duties as assigned by the Management Team in relation to operational needs.
  • Assist with monthly invoicing, engineer time tracking, and end-of-month tasks.
  • Conduct contractor vetting to ensure proper setup and processing through established methods.
  • Generate and issue purchase orders for both Reactive and Planned works.
  • Conduct inventory checks for the engineers' store to ensure all items are current.
  • Prepare information for the monthly client audit, ensuring all actions are completed.

PERSONAL AND PROFESSIONAL DEVELOPMENT:
Engage actively in personal development initiatives.
HEALTH & SAFETY RESPONSIBILITIES:
It is the individual’s duty to comply with all current health and safety legislation and the company’s Safety Policy, attending all required training sessions, both statutory and mandatory, in line with the company’s commitment to the Health & Safety and Welfare at Work Act.