Facilities Management Assistant in Armadale

Bellrock is the trusted challenger in UK property services. Driven by insights, powered by technology, and delivered by talented people, we are redefining how real estate is managed. Since 2003, our people-first and technology-led approach has helped organisations across the UK transform their estates into high-performance, sustainable environments. Through our integrated service model—spanning Technologies, Consulting, Critical Engineering & Jordon, and Intelligent Asset Care, we deliver compliance, quality, and operational excellence while reducing cost and carbon impact.

To co-ordinate and organise FM service delivery ensuring work is carried out to a high standard, management of contractors, management of the concerto system; contract variation quotations and corresponding invoicing and the production of reports.

As a Facilities Management Assistant with Bellrock, you’ll do it by:

• Acting as the initial focal point of contact between the Client, Contractors and Bellrock to ensure effective communication between all parties is maintained at all times.
• Owning and managing the Asset Sustainability Plan / Operational Plan with the Technical manager and updating actions on Deepki system.
• Engaging with bespoke software solutions to improve comfort, energy usage and maintenance spend across assets.
• Utilising onsite IEQ’s and BMS software to proactively monitor comfort, air quality and energy usage.
• Encouraging regular feedback from building occupiers and visitors via QR code NPS surveys and leading engagement on Vizta platform.
• Attending meetings with the client in relation to projects, health and safety and monthly service review meetings as required.
• Managing reactive and planned works via the Concerto system.
• Arranging and ensuring routine and planned maintenance tasks are carried out to time and in accordance with the Contract.
• Ensuring that authorisation is in place for any additional costs and that all records are accurate for the purposes of invoicing.
• Completing invoices and financial reconciliation in an accurate and timely manner.
• Liaising with Contractors to ensure that the works are carried out in line with contract, ensuring that performance requirements are being met.
• Undertaking all necessary inspections, maintaining required records alongside TBPE (Independent technical co‑ordinator).
• Reviewing and/or inspecting work for quality, accuracy and completeness.
• Providing support for Projects where required.
• Interacting with various accounts/projects departments to resolve issues relating to service delivery.
• Assisting in the preparation of budgets with Property Management team, providing data as necessary.
• Completing QVRs with the Property Management team.
• Assisting in the production of monthly client reports.
• Carrying out regular site audits, recording findings and managing actions through to completion.
• Maintaining Track Record and taking responsibility of outstanding actions until completed alongside technical manager.
• Writing and/or drafting correspondence, reports and other documents.
• Maintaining the statutory accident book and reporting any such entries to Bellrock’s Health and Safety Department.
• Assisting in maintaining ISO 14001 and all other environmental obligations.
• Ensuring Health and Safety regulations are fully observed.
• Implementing and supporting social impact initiatives.
• Implementing Events, pop ups and occupier engagement.

What does it take? If you’re ready to be the energy that helps us build our business, share our success, and really own it as a Facilities Management Assistant, you’ll need:

• A positive attitude and drive to ‘do the right thing’.
• A knowledge and working practices within the delivery of total FM contracts.
• A passion to resolve challenges and improve service delivery.
• Experience of working in a similar environment delivering Soft and Hard Services.
• An understanding of technology or the passion to learn new systems.
• Experience working on FM projects.
• An understanding of the importance of client relationships within the environment of change.
• An understanding of the importance of delivering a sustainable and socially aware building and team.
• The ability to communicate at various levels both internally and externally with multiple stakeholders.
• The ability to clearly articulate succinctly difficult or complex information.
• Flexibility and adaptability in different situations, aware of impact on others.
• A Health and Safety qualification.
• The ability to adapt to different needs in different environments.
• Admin support ability.
• Drafting and updating emergency plans and evacuation procedures.
• Ensuring that occupants are provided with proper working utilities.
• Supervising grounds staff and nurturing behaviours.
• Providing training for building employees as needed.
• Resolving complaints, problems, and requests from building tenants through clear communication and occupier meetings.
• Assisting with emergency response and evacuations.
• Inspecting the building frequently for signs of damage or wear.
• Conducting H&S Audits and risk assessments on contractors.
• Being the concierge of all visitors and having local knowledge of surrounding areas.

Working arrangements: In this role, the successful candidate would be required to work on site at Armadale Academy, Bathgate, EH48 3LY Monday to Sunday 36 hours per week (Hours vary).

What can we offer you? Upon joining Bellrock, you can expect a comprehensive benefits package including:

• 25 days annual leave plus bank holidays + 1 additional day as a thank you.
• Salary exchange pension scheme.
• Life cover.
• Paid sick leave.
• Health Assured employee assistance and wellness program.
• Enhanced maternity, paternity and adoption leave.
• Salary sacrifice schemes: Cycle to work.
• Holiday purchase scheme of additional 5 days per year.
• Offers and discount scheme designed to save money on everyday shopping and essentials.
• Healthcare Cashplan.
• MotorSave Scheme.
• Refer a friend.
• Liftshare.
• Virtual GP.

We’ve always encouraged new and different perspectives - and that also means making ours a workplace that encourages diverse and unique voices. Where everyone feels welcome, included, and supported to be themselves and achieve more. So, if you join us, you’ll find an inclusive workplace that recognises your hard work, offers lots of learning and development, flexible working, and support for your wellbeing. As well as benefits that can make a difference to your life.

Ready to start shining? Our people are our passion, so we’re all about helping them to shine. That means putting everything in place for you to have a rewarding career with us. So you can go far in your career, with us behind you. And our business will grow, too. So, if you’re ready to start your career journey with Bellrock, we’re ready to welcome you. It’s a great place to be - the light, the energy, the solution. You. Apply today.