The Purpose of my role
A Facilities Assistant to support the Facilities Manager and on-site team in delivering exceptional resident experience through the coordination and execution of planned, preventative and reactive maintenance activities. The development is a residential building of over 200 studio apartments for rental based in South West London which we are the owner and managing agent for. The building has a small team based on site 7 days a week to assist residents. There is a shared lounge, co-working space and gym as well as small landscaped areas which must be maintained to a high standard by the Facilities Assistant.
Key Accountabilities
Facilities Coordination & Support
Assist the Facilities Manager with day-to-day building operations, maintenance scheduling and contractor coordination
Log and track all maintenance requests through the property management system, ensuring timely response and resolution
Coordinate with third-party contractors to ensure completion of work and adherence to site health and safety procedures
Assist with the procurement and ordering of maintenance supplies, materials and equipment
Support the administration of planned preventative maintenance (PPM) schedules
Maintain accurate records and logs of all maintenance activities, contractor visits and compliance documentationBuilding Inspections & Compliance
Undertake regular building patrols around common areas and apartments to identify any maintenance requirements, health and safety risks or defects
Conduct pre-move in checks and apartment inspections, documenting condition and completing all resultant actions in a timely manner
Undertake scheduled apartment inspections during a resident's tenancy and recording of same
Support the Facilities Manager in monitoring compliance with Planned and Reactive Maintenance procedures, ensuring buildings are safe for both Residents and Employees
Ensure that maintenance records are kept for all services, including PAT testing, fixed wiring certification, fire safety systems, lifts and plant equipment
Assist with Risk Assessments and Method Statements, ensuring safe systems of work are followed, including Permit to Work proceduresGeneral Facilities Duties
Carry out minor repairs and maintenance tasks including basic plumbing, carpentry, painting and decorating
Assist with apartment turnarounds between tenancies, coordinating cleaning, minor repairs and snagging
Support the general upkeep of the property including monitoring cleanliness standards, external landscaping and presentation of communal areas
Respond to out-of-hours emergency callouts as part of the on-call rota
Assist with deliveries, key management and access control
Monitor and report on building utilities, identifying opportunities for efficiency improvementsCustomer Service
Communicate effectively and courteously, whether face to face, via telephone or in writing, with residents and colleagues, clearly understanding and responding to their needs
Exercise initiative in responding to maintenance issues and resident queries, liaising effectively with the Facilities Manager and other colleagues
Provide a professional, helpful and responsive service to all residents and visitors
Contribute to resident satisfaction and positive experience with the brandTeamwork & Administration
Support new members of the team, providing a warm welcome and supporting their development by answering questions and offering guidance
Attend and constructively contribute to team meetings, sharing knowledge, developing and supporting new ideas and improved processes
Maintain accurate documentation using Microsoft Office and property management systems
Contribute and support the growth of the team culture, working in line with the brand values and encouraging others to do the sameKey Performance Indicators
Asset Management
Health and Safety
Net Operating Income
Resident Satisfaction
Response Times
Building Presentation
Operational Efficiency
Compliance
Team Performance
Employee SatisfactionKey Values
Integrity - A professional approach, demonstrate integrity, honesty and fairness in every action taken
Transparent, honest and consistent approach, holds themselves and others to account on issues of integrity and fairnessCommitment - A results driven business, proactively focus on the customer taking individual responsibility to drive performance
Takes responsibility for delivering against own objectives and encourages others to do the same
Customer at the heart of all decision making
Relentless focus on delivering resultsEnergy - An enthusiastic and positive working environment, embrace cultural diversity and develop/nurture talent
Always displays passion and energy creating a positive working environment
Focuses on the learning and development of self and others
Fosters a working environment that promotes diversity and equalityQUALIFICATIONS, EXPERIENCE AND ROLE REQUIREMENTS
Essential
2+ years' experience in a facilities, property or maintenance role
Practical hands-on maintenance skills (basic plumbing, carpentry, decorating)
Strong administrative and organisational skills with attention to detail
Proficient in Microsoft Office (Word, Excel, Outlook)
Excellent communication skills both written and verbal
Ability to work weekends and public holidays
Customer-focused approach with professional demeanor