As F&M Intern you will closely collaborate with our retail teams throughout the UK, Ireland and South Africa, alongside Head Office teams and contractors through maintenance management, minor works projects and relationship building. Your financial responsibilities include creating purchase orders, tracking budgets, and preparing financial reports to support forecasting. Additionally, you will handle administrative tasks such as updating compliance trackers.
F&M Coordination
* Assist with coordination between Stores, Security providers and Contractors for works across our stores and Head Office
* Book security schedules in advance of pre-planned maintenance, and minor works
* Follow through on Minor works and Maintenance Projects
* Meticulously review consumable invoices/expenditure for a variety of services
* Support the F&M Manager in obtaining & reviewing quotes
* Demonstrate a proactive approach, liaising with Store Management to prevent and rectify issues impacting trade
* Build relationships with external contractors and Store Manager community to enable smooth communication
* Regularly conduct site visits & FM walk throughs with Operations Managers/Store Managers
* Support with conducting & reviewing KPI audits with service providers
* Assist with procurement and contract management
Finance/Budget Support
* Frequent creation of purchase orders for the UK, Ireland & South Africa region
* Review of workflow processes, ensuring good receipts are completed in line with monthly deadlines, liaising directly with the Service Providers and Finance team for monthly invoicing and workflow queries
* Managing the department cost plan and purchase order tracking, updating accordingly in line with Paris reporting procedures
* Under the direction of the FM Manager, prepare a monthly budget report in preparation for the monthly meetings to review budget vs actual
* Support the FM Manager with financial forecasting, attending and contributing to monthly finance meetings with FM Manager and Finance
General Administration
* Manage the power automate flows for the store QR code system for PPM, Reactive and Specialist requests
* Supporting with registering all monthly, quarterly and annual maintenance visits "required actions" on store trackers, regularly keeping the required documents up to date
* Ensuring that compliance trackers/files are fully updated and upload to the share drive
* Support stores with maintaining clean and updated compliance and FM document folders on site
* Record energy consumption data throughout the year and support with a yearly audit of consumption per store and Head Office
* Supporting with monthly, quarterly and annual reporting, ensuring full compliance
* Ensure department folders and store O&M's are kept up to date
* Vendor creation set up and audit
Qualifications
* Excellent communication skills both written & verbal
* Strong Excel skills
* Microsoft Power Automate – preferable
* Agility – there will be times when you will need to be on call out of hours
* Ability to prioritise a varying workload and to work off own initiative
* Strong organisational skills and ability to deliver to tight deadlines
* A team player who enjoys working in a vibrant and multicultural environment
* Strong interpersonal skills with the ability to establish professional working relationships
* Previous administration experience within an FM environment
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