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Facilities Assistant

4 months ago

Abbots Langley, United Kingdom Lambert Smith Hampton Full time
Job Title: Facilities Assistant Department: Commercial Property Management Location: Leavesden Park Purpose: The role of a Lambert Smith Hampton Facilities Assistant will be to assist the Associate Director and the Property Manager in the smooth and efficient management of the property. The following list, (although not exhaustive) and other reasonable tasks may be given from time to time as situations and company policy change. A basic knowledge and proficiency in the use of computer applications such as Word processing, Excel spreadsheets and Database management is required at this grade. To ensure the highest level of compliance in respect of Health and Safety and Statutory Legislation. To oversee, and support on site Personnel including Front of House Personnel/Security. Main Duties of Responsbilities: General Objectives and Responsibilities: Establish and maintain proper site records and premises administration in accordance with Lambert Smith Hampton’s ‘Best Practice’ QM Policy and Procedure. Records should be available for review at Elogbooks and Property Plus/Info Exchange systems as specified. Training will be provided. Regularly liaise and communicate with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day operation and performance of the premises. This will include occupier meetings and the preparation / circulation of occupier handbook and inform Lambert Smith Hampton Property Managers/FM of any occupier matters. To provide an exceptional and efficient front of house and reception welcome and experience for all building occupiers, visitors, clients, Lambert Smith Hampton colleagues and contractors. Complete regular property inspection audits to a frequency as specified by the property management agreement. Report to Property Manager/Associate Director in accordance with agreed procedure regarding premises conditions and services. Ensure planned maintenance and reactive repair requirements are undertaken in accordance with compliant, efficient, and cost-effective procedure. Demonstrate familiarity with all heating, ventilation, mechanical, electrical, life safety and public health plant, equipment and systems in each building and have a sound understanding of the purpose, general working, and criticality of such equipment. Working with the AD to ensure planned maintenance contracts are in place and to achieve performance specifications, legislative compliance, efficiency and appropriate comfort and wellness conditions. Engage regularly with suppliers and monitor contractor performance against agreed contract standards. Identify and manage minor fabric repairs and minor building works with reference to Lambert Smith Hampton Property Manager. Understand the principal terms of occupiers’ leases as they affect the facilities management of the property (e.g. extent of common areas and shared services) and the clients’ obligations to provide FM. Delegate major building and CDM projects works to Lambert Smith Hampton’s Building Consultancy division via Lambert Smith Hampton Property Managers as and when identified. Liaise and participate in communication regarding coordination of major works whilst on site (e.g., site access etc.). Deliver and demonstrate Health and Safety compliance according to relevant legislation and Lambert Smith Hampton Health and Safety Policy procedure. Seek advice and guidance from Lambert Smith Hampton’s approved Health and Safety specialists, Head of Health and Safety, National Head of FM and Associate Director network as required. Escalate risk action items to Lambert Smith Hampton Associate Director/Property Manager if and where Client instruction and funding is required. Ensure that the Lambert Smith Hampton Elogbooks or Information Exchange Help Desk facilities are updated, and actions recorded accurately. Organise and coordinate first aid facilities and fire evacuation drills. Liaise with local emergency and security services as required. Ensure that all operators in the building comply with current Health & Safety legislation and safe working practice. Proactively and competently use the LSH Property Plus & Safe Contractor compliance web management systems for the property to ensure all compliance and other matters are logged and managed effectively and in accordance with company policy, company practice and legal statute. Review the risk assessments as required which are undertaken by external auditors (Ligtas) on an annual basis and held on a web-based system, Information Exchange. Complete Health & Safety checklists at the required intervals and take action to correct any failings. Ensure all meter readings are gathered in a timely manner, logged and input to the appropriate system on Elogbooks. Ensure the Tenants Handbook is regularly updated and distributed. Ensure that all accidents and dangerous occurrences are recorded and investigated promptly, and that any necessary action is taken to prevent their recurrence and to make sure the AD and PM are updated. To assist the Property Management team in the financial management of the property to include purchase order raising and to assist with the service charge budget according to Lambert Smith Hampton Policy and Procedure and RICS Guidelines. Lambert Smith Hampton Property Management Department reserve the right to amend the job role and of the tasks at any time for the benefit of the instruction. Knowledge, Skills & Experience Required: Excellent demonstrable customer service skills Good general knowledge of FM – Administration/Health & Safety Ideally IOSH Managing Safely although training can be provided to the right candidate. Good IT system skills