Facilities Operative

Salary : £32,000

Location : Belfast

Contract Type : Permanent

Hours: 40 hours per week

Reporting to: Senior Account Manager

Overview:

The Facilities Operative role incorporates several Facilities Management tasks also and is a great gateway into Pareto FM & the Facilities Sector. We are looking for a bright, enthusiastic individual to join our team. During an exciting time for our client, the successful candidate will be involved in the day-to-day operations on site as well as getting involved in various projects. The overall purpose is to support the Property & Facilities team with maintaining effective Facilities Management, exceptional service delivery and providing the client with a World Class workspace.

Main Function:

The Workspace team support the Property & Facilities team at the company’s office. The role will have direct interaction with various departments, multiple areas and senior managers across the business. The Facilities Operative will be expected to lead individual assignments as directed by the Property & Facilities team Manager.

Role Responsibilities:

• Front of House & Security
  • Be a friendly face for building users to see each day by welcoming and making sure visitors and staff are comfortable at all times
  • Show confidence in supporting and communicating the Client’s security policy if you feel it’s being challenged
  • Manage Workspace email Inbox including responding to stakeholders/users, task assignment and communication to the wider team
  • Proactively coordinate the onsite meetings including manual setups and setup management
  • Handle incoming calls from internal and external customers and resolve/forward as appropriate
  • Handle access card distribution process for new starters and staff/guests that require temporary passes
  • Manage consumables stock (Freshen ups, tea points, stationary and ‘Beer Fridge Friday’)

• Mail & Logistics
  • Handle incoming post and packages, collecting outgoing and distributing incoming mail once per day
  • Ensuring mail handling area is always kept clean and tidy, minimizing risk of items going missing or getting damaged
  • Ensure manual tasks including handling incoming deliveries, carrying out physical setups/deliveries are all carried out safely in accordance with your manual handling training
  • Ensure all storage areas are kept tidy and hazard free

• Projects & Maintenance
  • Support the Property & Facilities team and Program Manager by:
    • Carrying out small moves and changes (IT & Furniture handling)
    • Carrying out targeted space utilization studies
    • Inducting contractors onto site including general health & safety induction
  • Engage sub-contractors monthly to ensure planned maintenance visits are carried out on time and planned with the wider team/business
  • Occasionally supervise contractors on site out of normal working hours
  • Ensure all reactive jobs for Engineer are logged on CAFM system

• Admin Support
  • Raise standard weekly POs for general consumables used across the site
  • Support the Workspace Manager by gathering information required to deliver monthly report
  • Carry out leavers and starters process (Security)
  • Manage stock and production of Access Badges
  • Control incoming service requests and distribute accordingly across the team
  • Managing the facilities helpdesk software ensuring all jobs requests that are assigned are then prioritised, allocated and completed.
  • Work closely with the Health & Safety team to ensure all procedures and policies are kept up to date and compliant.

• Other Responsibilities
  • Contribute to the Property & Facilities team to ensure that the business is supported correctly & carryout its daily functions without interruption. All requests should be completed in a timely and appropriate manner by gibing the best advice possible
  • Responsibility for the delivery of the company’s incoming, internal and outgoing mail.
  • Arrange both domestic and overseas courier requests.
  • Responsibility for the ordering & replenishment of all stationery supplies and print rooms as well as monitor the stock levels.
  • Assist with general porterage duties, plus out of hours moves and change requests.
  • Responsible for managing and organising multiple storerooms
  • Setup and assist with managing in house office events
  • Provide monthly metrics reports showing delivery quantities, courier/stationery spend etc
  • Assist managing the archive & offsite storage process/procedures
  • Issuing of staff & contractors security passes
  • Ensure all meeting rooms are organised and presentable
  • Safe keeping of keys•
  • Assist with any additional Facilities operations daily requests
  • Daily building/floor walk throughs to ensure space is fit for purpose to provide the best possible workplace experience. Ensure all space is kept clean and tidy

Essential skills and experience

• Strong interpersonal and communication skills, both oral and written

• Proven ability to build and maintain strong client relationships

• Excellent written and communication skills

• Ability to display initiative, confidence and professionalism

• Take pride in your work and ability to work within a team

• Confident in taking accountability for assigned tasks

• Organized, efficient and able to multitask

• Ability to work both independently and in a team

• Knowledge of IT software – Office and other business critical software

• Administrative experience

• Health and Safety knowledge and awareness

• Customer service skills

• Budget management/financial experience

• Contractor management

• Hospitality/meeting room management

• Flexibility

Desirable skills and certification

• DSE assessor

• Fire warden

• Occupational first aid

• Manual handling

• Working at height