JOB SUMMARY
The purpose of this position is to work as part of the facility management team to ensure the successful completion of client facility needs. This position is responsible for supporting and coordinating activities related to delivery of workplace services for client where offered on the client site. Key to this role will be to provide a first class service to clients, vendors, internal staff and visitors.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The role is the first point of contact for the facility management team for enquiries and concerns related to the client Smart Working environment, ensuring timely and a quality service delivery; with follows ups to ensure customer satisfaction.
Develop effective communication and working relationships in the client organisation to solve routine issues
Conduct regular floor inspections to ensure they are client-ready, including the Smart Working environment, general office areas, reception areas, conference rooms, and other common areas
Respond to and effectively manage maintenance and facility issues with supply chain and staff to completion as they arise
Facilitate lost and found process
Manage employee locker system, including locker assignments, change requests and maintenance issues
Manage common area supply needs, including ordering and replenishing supplies
Assist with Smart Working process and procedure training, working with client partners to resolve Smart Working policy compliance issues and escalate as appropriate.
Interface with the landlord for provision of services in lease
Manage all aspects associated with appointed contractors and their services.
Basic accounting and bookkeeping for facility/admin invoices; code and allocate to responsible cost centers and check invoices
Identify quality improvements in processes and procedures and implement where necessary.
Manage all orders created on the work order management system relating to the estate and delegate accordingly ensuring that KPI's and SLA's are met.
Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
HS Diploma or GED required. A Levels or B-Tech Diploma preferred, but not essential.
Minimum three years of customer service or other related experience in FM and/or training is preferred.
CERTIFICATES and/or LICENSES
None
COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Comfortable meeting and engaging with new people.
Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
REASONING ABILITY
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.
Best candidates will have a genuine interest in in anticipating and serving the needs of others. A warm demeanor and desire to collaborate with others is key.
Physical ability to assist with warehouse operations. Able to lift 50 lbs.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
SAFETY
1. Complete at a satisfactory level all required and assigned HSE training
2. Follow all activity policies and procedures, including all HSE related requirements at all times
3. Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.
4. Report any condition which you feel could result in an accident or injury and / or stop work if required
In addition:
1. Be aware of and understand all safe work practices and procedures and potential hazards associated with the work environment
2. Maintain and wear at all times required appropriate personal protective equipment (PPE)
3. Apply appropriate material handling techniques at all times,
4. Only operate warehouse equipment and machinery (e.g. pallet jacks, manlifts, etc.) if properly trained, qualified and authorized to do so
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