Purpose of the Role

Assist the Building & Engineering Manager in the execution and delivery of all services pertaining to the operational management of the property. Act as deputy to the Building Manager and provide full administrative support to the Building Management Team. Contribute to the safety and wellbeing of all users of the building/ estate.

The Building Management team is committed to operate every aspect of the business to the standards that offer the highest possible quality of service to all stakeholders and most importantly the occupiers, clients and visitors. We operate a “One Team” approach and drive a customer focused strategy to ensure continual improvements and ensure high standards and are always striving to go above and beyond.

Key Responsibilities

Management and Operations:

• Support the Building & Engineering Manager in advancing good client relations with appropriate occupier representatives; propagate open communication and flow of information on building issues

• Support and Assist the building in procuring quoted costs and other appropriate information to facilitate the production and subsequent management of the building service charge budget

• Alongside with the Building Manager, assist to overseeing site-based service providers (Reception, Cleaning, Handyman, M&E): Ensuring that service is delivered to agreed levels.

• Liaising with and assisting various non site-based service providers.

• Scheduling service visits and ensuring that visits take place. Service delivery checks. Requesting and maintaining record of visits reports. (M&E, cleaning, internal plants, pest control, sanitary collections, waste collections and other)

• Building and perimeter checks – internal and external cleaning checks, compactor and waste room checks and other ad hoc checks.

• Scheduling meetings, preparing agendas and minutes (regular occupiers, client, service providers and team meetings) Distributing documents and uploading records on Share Point /SEM/Compass. Attending to meetings.

• Support the Building & Engineering Manager with all aspects of routine correspondence and lead on administrative duties to support the efficient running of the building management office. Site inductions for new team members.

• Creating and updating building procedures and documents.

• Newsletters & building updates content, issuing occupiers notices.

• Events - ideas, planning and coordinating schedule, posters, information distributed to the occupiers. Ensuring that PLI is in place. Lifestyle and events calendar.

• Charity – ideas, coordinating schedule, posters, information distribution to the occupiers. Ensuring that donation from events took place and is recorded.

• Stock control and orders of stationery, welfare supplies and other supplies as required - including uniforms, office and building equipment.

• Creating and updating annual service tracker and other soft services records.

• Service Excellence Metrics (SEM) – Delivering service in line with Savills requirements and completing assigned SEM tasks.

• Manage the CAFM building system, PPM/help desk/ vantify facility, Cureoscity, DataStation etc.

H&S and Compliance:

• Support the Building & Engineering Manager in ensuring that health & safety, emergency procedures and safe working practices are enforced and conform to current legislation. In the absence of the Building Manager to take control of any emergency situations and execute evacuation plans.

• Follow up H&S documents from occupiers and service providers - Requesting documents due to expire and maintaining record.

• Checking / maintaining record of service providers trainings, certificates, and procedures acknowledgments.

Financial and accounting:

• Supporting Building Manager with budget, invoices, recharge records etc.

• Assist with the tracking and processing of service invoices and the production of management accounts

• Issuing PO’s and recharges where applicable. Ensuring quotes and PO’s are uploaded in relevant folders.

General:

• Other duties as directed

Above list is not exhaustive and highlights main and most frequent duties.

Skills, Knowledge and Experience

• Previous experience in a similar role

• Customer Service orientated

• Must have eye for detail

• Understanding of the landlord and occupier relationship

• Experienced with managing expenditure/ supporting in setting budgets.

• Management of in-house and supplier staff

• Management of supplier relationships

• Good health and safety and environmental knowledge - IOSHH

• Excellent English language skills – both written and spoken

• IT literate – MS Office at intermediate level and other relevant software (e.g. Datastation, Proactis, vantify) at a level to undertake the role satisfactorily

• Experience of managing single-site environments

Working Hours - 9am-5.30pm

Salary - £46k/ annum

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Please see our Benefits Booklet for more information.