Working Pattern: 35 hours per week (Mon – Fri) 09:00 – 17:00 with 1 hour unpaid break
JOB PURPOSE
The main functions to be provided by the role of Facilities Co-ordinator & FOH Manager:
Coordinate the day-to-day operations with the support of the FM/PM team
Maintain a presence in the building, aiding all personnel and contractors visiting and utilising the building
To assist with the smooth running of the building and to assist with any emergencies. Including: handling tenant enquiries, deliveries to the building, and managing contractors whilst on site.
Provide facilities administrative support to other properties within the portfolio with support of the FM Team
Coordinate events beneficial to the occupants whilst increasing presence on social media platforms
KEY RESPONSIBILITES
To work closely with the Head of FM & Sustainability in ensuring that the highest standards at the building are always maintained, following any instructions that may be issued by the FM/Head of FM & Sustainability from time to time.
General
A courteous, helpful nature must be displayed at all times and to uphold a professional appearance.
Establish a good working relationship with all the staff, tenants and contractors at the building and from time-to-time other client properties
Ensure appropriate, clear communication lines are always maintained with tenants
To acquire working knowledge of the property / properties systems and procedures to enable you to take control of the property and work without supervision, escalating any issues when necessary.
To carry out any other administration duties by the FM/Head of FM & Sustainability as deemed necessary from time to time.
Reception/FOH Duties
To deal with all queries on site efficiently and professionally and as appropriate direct queries to third parties for action, ensuring the person raising the query is informed of the action taken, the expected outcome and the timeframe involved.
To sign in deliveries and distribute post for the tenants if tenants are not available.
To document the delivery on the required paperwork and to obtain a signature from the tenants (upon providing evidence of ID) when they collect the goods.
To report any repairs in a timely manner to the SHW Helpdesk as appropriate and liaise with contractors on-site conducting works to ensure a good working environment
To assist and direct all visitors to the site in getting to their required location within the building.
Health & Safety
To comply with and ensure that the landlord's obligation for health and safety and fire precautions are always met.
To assist building occupiers and visitors in the event of an emergency.
Ensure that the building is a safe and pleasant environment.
Maintaining all H&S site records are in order and general site records are kept up to date
Act as a Fire Aider & Fire Marshal for the building (Training provided, if needed)
Acquire working knowledge of the technical equipment in the property and be certain of how to obtain prompt assistance with defect or malfunctions that may arise.
Social Media & Marketing
Managing the social media and marketing for the building by forming a social media schedule
Working with the Head of FM to create engaging events to increase marketability
Making calls to prospective tenants, liaising with letting agents and conducting viewings where necessary.
**The employee is not to undertake any task that may be a risk to their health and safety unless suitably trained. The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your changing role within the organisation.
COMMUNICATIONS & WORKING RELATIONSHIPS
Internal
Facilities Management, Property Management & Head office Account Teams
External
Contractors & Tenants
Landlord (Client)
KEY PERFORMANCE INDICATORS
Over 90% achieved for General Risk Assessment & Fire Risk Assessment scores specific to Forbury Court
Building specific - Customer Satisfaction Feedback of over 90%
H&S Records relating to the building kept up to to date and stored on the H&S Risk Management System
PERSON SPECIFICATION
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
Reception/Customer Service Experience 2+ years
Experience in Facilities or Event Management (Or someone with a keen interest in Facilities Management)
Health and Safety experience 1+ years
Social Media experience or willingness to learn
Self-starter with a can-do attitude
SHW is committed to encouraging respect, diversity and inclusion among our workforce and eliminating discrimination. The aim is for our workforce to be representative of all sections of society, and for each employee and client to feel respected in an equitable environment.
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