Job title: Workplace Services Officer
Company: Pay.UK
Job description: Summary
Deliver consistent and customer focussed facilities management services to all business colleagues and guests to Pay.UK premises. Maintain a safe and operationally effective office environment in line with service level agreements to the satisfaction of internal customers, liaising with the supply chain where required. Work in partnership with other members of the facilities management team to ensure the smooth and uninterrupted provision of Pay.UK corporate office services. Contribute to a continual improvement approach to delivery of facilities management services.
Key accountabilities
- Undertake all relevant FM operational services activity
- Undertake regular building inspections, reporting and actioning of daily tasks as a result including all demised meeting rooms and office spaces
- Pro-actively respond to and administrate all FM helpdesk requests against SLA prioritising urgent items
- Maintain all required administrative information including Standard Operating Documentation
- Deliver high customer service and customer satisfaction at all times
- Support hybrid working environments at the Pay.UK corporate office
- Support and help to implement change programmes such as internal or external moves or introduction of new services or tooling
- Be a qualified or trained first aider and support incidents
- Able to manage fire evacuation and support fire marshal duties
- Support external guests and meeting room services including any catering service requirements
- Oversee /escort contractors ensuring full permit to work arrangements are met
- Support all waste management services
- Ensure cleaning operatives are providing agreed and programmed cleaning services including daily housekeeping
- Ensure all meeting rooms are maintained with a high standard of housekeeping at all times
- Support colleagues with Audio visual or video conference enquiries, reporting equipment failures to IT Helpdesk or providing guidance for use where asked
- Raise purchase orders and administrate invoices from a range of FM suppliers ensuring accuracy of billing and timely processing
- Support procurement activity and performance management of supply chain as directed to ensure uninterrupted service level agreements
- Undertake incoming / outgoing post service activity, all restocking and portering services as required
- Ensure familiarity with all FM technology tools and equipment (be the SME) and promote innovation and continuous improvement within the team
- Produce all management information (MI) data requested by FM using available technology tools
- Work across a range of shifts to support business operational need and fulfil occasional weekend working with reasonable notice (at agreed rates)
- Liaise with the landlord agents estate team on all safety requirements (permits to work, RAMS etc) or to escalate landlord helpdesk requests through to completion
- Operate and follow safe working practices at all times and ensure contractors follow all safety requirements without fail
- Support health and safety induction arrangements for new colleagues
- Maintain all required safety qualifications (supported by the company)
- Incident Management Support (Bronze)
- Develop sufficient capability in order to deputise for FM for Incident Management Support (Silver)
- Develop and maintaining knowledge and capability in order to be able to deputise for the FM in emergency or planned absence period on request
- Communicate activity and share departmental knowledge with other Facilities Assistants (and team members) to ensure team is able to work cross-functionally, maintaining departmental operating documentation to ensure this is up to date
Skills, Experience & Qualifications
- Demonstrable experience delivering successful facilities management services in a corporate office environment to pre-agreed service level agreement including performance supervision of FM supply chain.
- Ideally be working towards a professional qualification in Facilities Management (IWFM or equivalent).
- IOSH Managing Safely certificate.
- Demonstrable understanding of risk assessment and risk management in regards safe working practices.
- Organised and able to manage your own time effectively and efficiently to ensure all planned and unplanned tasks are completed on time.
- Demonstrable experience delivering high customer services to a wide range of internal and external customers
- Able to work collaboratively as part of a small, flexible team within an intelligent client FM service model, effectively utilising FM tools to drive efficiency.
- Good stakeholder management skills providing a positive representation of the FM department in all matters.
- Appropriate level of oral and written communication skills to support customer service levels.
- Problem solving skills using a ‘can do’ approach but also able to work pro-actively to avoid service issues escalating to complaints.
- Able to support and manage change confidently and positively drawing on previous experience in similar workplace environments.
- Able to work flexibly between 08.00 and 18:00hrs and occasional weekend working. This role requires attendance at our corporate office daily due in order to meet the responsibilities and duties involved.
Expected salary:
Location: London
Job date: Sun, 12 Nov 2023 00:26:09 GMT
