Facilities Assistant in Southampton

The role of a Lambert Smith Hampton Facilities Assistant will be to work as part of the Site Management team in the smooth and efficient management of the University of Southampton Science Park and to assist as necessary the Commercial Property Management team as a whole. A good knowledge and proficiency in the use of computer applications such as Word, Excel and Database management is required at this level. The Facilities Assistant will be responsible for ensuring Lambert Smith Hampton standards of facilities management are applied to the property. This includes ensuring the highest level of compliance in respect of Health and Safety and Statutory Legislation of the property, and to oversee operational tasks and manage contractors on site.

Key Responsibilities

• To deal with clients and service providers visiting the office in a polite, helpful and efficient manner.
• Coordinate daily building operations, including maintenance, cleaning, security, and office services.
• Schedule, monitor, and oversee repairs, inspections, and preventive maintenance with internal teams and external contractors.
• To answer incoming telephone calls in accordance with department standards and to take accurate messages, ensuring they are either actioned or passed on to the appropriate colleague without unnecessary delay.
• To be aware of current FM projects to ensure that the best possible support service is provided to clients and other internal departments.
• To make appointments and arrangements for internal meetings, i.e. with service providers, team meetings, and to take accurate minutes when required to do so.
• To produce accurate meeting minutes/action plans in a timely manner.
• To play close attention to detail whilst fulfilling your duties in order to ensure that the professional image of the company is maintained at all times.
• To be prepared to assist other members of the team to maintain the best possible service or to otherwise meet contractual timeframes.
• Provide a degree of flexibility in your working hours, usually 8:30 – 16:30.
• To act as first line relief cover for FM absences dealing with initial calls and enquiries.
• To log reactive maintenance calls with and allocate to correct service providers when required ensuring an accurate log of each call out is maintained and ensure that all stakeholders are kept updated throughout.
• Any other task required associated with FM related matters and support.
• Coordinate emergency procedures (fire drills, evacuation plans, safety training).

Key Requirements

• Excellent level of IT literacy, including Microsoft Office suite and CAFM software packages.
• Good understanding of health and safety legislation and controls, holding IOSH Managing Safely would be an advantage otherwise must be willing to obtain the qualification.
• An excellent communicator and organiser with the ability to keep on top of multiple tasks at once.
• Has a keen eye for detail and able to work to demanding deadlines.

Professional Experience

• Experience in a similar role within an FM/managing agent environment.
• Previous experience of assisting with the mobilisation of new instructions or projects would be highly desirable.

We understand the value that a diverse and inclusive working environment brings to Lambert Smith Hampton. We celebrate the different perspectives and insights that people can bring through their cultures and backgrounds. We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or any other protected characteristic. We want to ensure that your application can be considered for all relevant roles across the Lambert Smith Hampton group of companies, including subsidiary and affiliate companies. We believe that this will ensure that talented people interested in developing their career with us will be considered for the widest range of opportunities that we can provide and will also receive the best candidate experience. By submitting your application, you acknowledge that your personal data may be shared with other Lambert Smith Hampton Group subsidiary and affiliate companies in support of this objective. All data will be handled in accordance with applicable data protection legislation and our Privacy Policy.