Purpose of the Role

The purpose of the role is to provide support to Grosvenor Facilities Management team, reporting to the FM Operations Manager/Director. The highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.

Key Responsibilities

·       To work alongside the Facilities Management team in a support role, learning the key aspects of the FM role.

·       To provide the Facilities Managers with administrative support and to field phone calls during periods of leave.

·       Spend time with key Property Management departments to understand the corporate supply chain process, the management agreement and services offered, our key policies and procedures, legislation relating to handling client monies and the roles undertaken in Client Accounting, Credit Control and Treasury to be able to better support the business.

·       Manage and monitor the completion of service charge budgets for the entire portfolio, ensuring they are completed on time and report on stats quarterly.

·       To work alongside the Client Accounting team to ensure service partners invoices are processed promptly and report on stats monthly (cost reviews).

·       To track the reconciliation process each quarter in regards to service charge expenditure.

·       Assist with raising work orders for the Facilities Managers on the chosen client system.

·       To provide cover for other FM Coordinators within the team as and when required.

·       To be a superuser on all systems used throughout the portfolio and assist with training new starters.

·       Compile Tenant Handbooks, Emergency Plans, Hazardous Waste Registers etc. in conjunction with the Facilities Managers and ensure data is uploaded to the relevant system.

·       General administrative duties such as, but not limited to; compiling letters for Section 20 matters, filing, data input, meeting and travel booking.

·       Other adhoc duties as and when required to include Facilities Management post and stationary requirements.

·       Line management of team Coordinator(s), with overall responsibility of the delivery of the day to day administration for Facilities Management Team. Including but not limited to the below:

o   Monitor reporting from team.

o   Monitor responses to shared inbox of access & meter requests and general queries.

·       Supervision in the completion of the below tasks and duties with the allocated personnel:

o   Management the Section 20 process including; compiling quotes, liaising with Facilities Managers, Property Managers, sending Section 20 packs and tracking responses.

o   Monitoring s20 inbox and compile responses.

o   Extract S20 report and input data into tracker utilising Asana

o   Quarterly download of budget packs.

·       Support allocated Facilities Managers

·       Check and approve costs under £500 for FMs (including routine PPM costs).

·       To compile and complete client reporting and attend client meetings to support and present data.

·       Annually generate PPMs on Elogs.

·       Print and post all reconciliation packs. (including PDF splitting)

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

·       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.

·       Ability 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 an aptitude for attention to detail.

·       Willingness and ability to learn on the job, keen to undertake training and career development.

Desirable

·       Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.

·       Broad knowledge of office administration within a facilities management/property management environment.

·       Experience of dealing with senior level staff confidently with excellent verbal and written communication.

·       Experience and knowledge of helpdesk systems and procedures.

·       Data input experience.

·       Experience working within a Facilities Management team.

·       Understanding of Health & Safety Legislation.

Working Hours - 08:00 – 16:30

Please see our Benefits Booklet for more information.