Purpose of the Role

The purpose of the role is to provide organisational and administrative support to the Safety+FM and Operations & Risk, reporting to the Senior Facilities Management Coordinator. The Safety+ FM Operations team, where this role sits, is a team that supports the highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant, accurate data, information management and systems superusers.

Key Responsibilities

• To work alongside the FM team in a support role, learning all the key aspects of FM Ops Support
• To provide the Facilities Managers with administrative support and to field phone calls during periods of leave including reactive support.
• To provide support and advice to the business on Facilities Management matters.
• Updating and assisting in closing actions from compliance documentation and Health & Safety Audits.
• Instructing works as and when required, ensuring Facilities Managers or appropriate persons approves beforehand which can relate to the compliance documents, remedial works or reactive assistance.
• Spend time with other Property Management departments to understand their key roles/services offered to better support the business.
• Assist with raising purchase orders/contract orders for the Facilities Managers on Proactis
• Assisting Facilities Managers with raising and extending contract orders where required.
• Monitor and update all client portals as required
• Ensure all statutory documentation is in place, request where necessary
• Facilities Management Travel Co-Ordination/Arrangement including RFM Travel when needed
• In the event of need manage the tracking and uploading of Insurance Inspection documentation for the properties managed by Facilities Managers. – LOLERs
• Assist with completing Elogbooks P2P tasks in conjunction with the Facilities Managers
• Assisting with organizing FM Meetings including room set up, refreshment etc.
• Issuing Identify Cards and tracking expiry date
• Adding Annual Leave Requests, chasing buddy and holiday notes as well maintaining Annual Leave Calendar
• Chasing/updating Audits across the Regions and assist raising POs as required
• Ordering Building Manager uniforms, safety equipment, PPE etc.
• Assisting with Supplier Debt and ensuring the relevant COs/POs are in place as and when required
• Supporting Operations and Risk with minute taking and admin support when needed
• Supporting other Savills operational teams with cover when required.

Skills, Knowledge and Experience

Essential

• At least 2 years experience in an administration role
• General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.
• Reliable, helpful and well presented
• Ability to work in a team or alone
• Team player with strong customer service skills, able to provide a helpful and polite service
• Pleasant telephone manner and efficiency in relaying messages and taking instructions.
• Excellent communication skills
• Able to take comprehensive minutes of meetings
• Experience with Proactis
• Abilitiy to deal with confidential information
• Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner
• Able to work under pressure to deadlines
• Careful and conscientious with excellent attention to detail
• Willingness and ability to learn on the job, keen to undertake training and career development

Desirable

• Broad knowledge of office administration within a facilities management/property management environment
• Data input experience

Working Hours - 09:00 – 17:30 

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Please see our Benefits Booklet for more information.