Facilities Operations Specialist

4 weeks ago


Edinburgh, Edinburgh, United Kingdom Galbraith Full time

Job Title: Facilities Operations Specialist

Job Summary:

We are seeking a highly organized and detail-oriented Facilities Operations Specialist to join our team at Galbraith. The successful candidate will be responsible for ensuring the smooth operation of our managed properties, including health and safety compliance, facilities management, and administrative tasks.

Key Responsibilities:

  • Ensure full health and safety compliance of managed properties, arranging regular risk assessments and audits.
  • Administer the health and safety portal and maintain accurate records.
  • Carry out regular on-site building checks, report and record any maintenance or H&S issues, and implement required actions after liaison with the property manager.
  • Respond to emergencies and urgent issues as they arise.
  • Work effectively with third-party contractors, monitoring performance against KPIs and SLAs.
  • Liaise with occupier representatives to ensure day-to-day building operations run smoothly.
  • Manage the helpdesk, including logging, distributing, and closing down reactive calls.
  • Raise purchase orders, process supplier invoices, and resolve associated queries.
  • Maintain proper site records in accordance with best practice rules.
  • Take regular meter readings and email them to service providers to ensure accuracy of charges.
  • Assist in developing and maintaining occupier handbooks.
  • Monitor vacant/void properties in line with the client's insurance policy.
  • Administer facility services records, maintaining key information, including contractor names, contact details, and key holders.
  • Create and maintain planned maintenance schedules.
  • Add and maintain records associated with planned and reactive services tasks.
  • Carry out periodic inspections as instructed by the property manager.
  • Deputize for the property manager where necessary.
  • Assist in delivering client KPIs as identified within the agreed PMA.
  • Assist in the smooth transition of properties into management and ensure readiness for sale, dealing with due diligence enquiries from a facilities perspective.

Requirements:

  • Full UK driving license.
  • Strong digital and IT skills, with the ability to learn and understand new systems.
  • Proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
  • Knowledge of health and safety compliance requirements.
  • Previous experience in a construction/facilities/building management position.

What We Offer:

Galbraith offers a competitive salary of between £26k-£30k, depending on experience, along with our perks and benefits package, including enhanced holidays, company pension, employee assistance program, Perkbox, cycle to work scheme, car salary sacrifice scheme, life insurance, annual training budget, hybrid working, and employee referral scheme.



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