Facilities and Fleet Assistant

About the role

Provide professional, friendly and efficient Facilities Services to our employees whilst proactively supporting the Assistant Office and Facilities Manager in aspects such as premises management (cleaning, maintenance, health & safety, front of house services) and supplier management.

Responsibilities

• Fleet Management
  • Manage the fleet for the London Office.
  • Provide support to office and field-based employees with incident, problem and accident management.
  • Partner with Chivas Brothers contact to manage fleet supplier and review contract terms.
  • Report quarterly on fleet performance (vehicles, suppliers and driver behaviour).
  • Maintain strict maintenance and servicing records ensuring minimum downtime.
  • Assist in developing strategies for better fuel efficiency.
  • Point of contact for supplier queries on London fleet.
  • Responsible for changeover of vehicles and returns.
  • Analyse data to improve operational efficiency.
  • Handle monthly payroll actions associated with fleet, invoicing, fines and P11D reporting.
  • Manage breakdowns, damages, claims, fines, parking permits and license checks.
  • Meet, induct and train new starters on fleet.
  • Arrange driver awareness training and order new vehicles, including hire cars.
  • Review and update company car policy and maintain NCD records.
  • Ensure alignment with Group strategy and fleet projects.
• Maintenance
  • Primary point of contact for the appointed maintenance contractor.
  • Ensure clear communication, timely escalation and effective issue resolution.
  • Maintain compliance with Health & Safety legislation and internal policies.
  • Coordinate reactive maintenance call-outs and oversee Planned Preventative Maintenance (PPM) schedules.
  • Track PPM and reactive performance, log all work accurately.
  • Review, validate and challenge reactive works quotes for cost control.
  • Maintain an up-to-date asset register and maintenance records.
  • Proactively identify and mitigate maintenance risks and asset failures.
  • Conduct regular site inspections and audits.
  • Lead monthly KPI and performance review meetings with the maintenance contractor.
  • Ensure contractor documentation (RAMS, permits, insurance) is current.
  • Support delivery of minor works and maintenance projects within budgets and timelines.
• Third Party Supplier Management
  • First point of contact for day‑to‑day supplier queries and coordination.
  • Raise and manage work orders, ensuring tasks are logged and completed on time.
  • Monitor supplier performance against SLAs and highlight delays or non‑compliance.
  • Verify supplier attendance, sign‑in processes and completion of works on site.
  • Maintain accurate records of supplier activities, service reports and compliance documentation.
  • Assist with invoice validation against orders and agreed costs.
  • Escalate supplier performance issues or risks to the Facilities Manager.
  • Support onboarding of new suppliers, including documentation, inductions and system setup.
  • Build positive relationships with key suppliers to support smooth service delivery.
  • Identify opportunities to enhance supplier performance and efficiency.
• Health & Safety
  • Manage all office supplier RAMS and upload to permit‑to‑work system for approval.
• Facilities Helpdesk Management
  • Resolve tickets assigned for maintenance, fleet and suppliers.
  • Cross‑cover staff shop support and sales.
• Locker System Management
  • Manage the ReleezMe app, assign lockers, add security passes and resolve locker issues.
• Facilities Inductions
  • Arrange and deliver facilities inductions & office tours for new starters.
  • Prepare new starter facilities items, ensure relevant checks (licence check, DSE training) and access are provided.
  • Ensure proper leaver processes are followed.

Qualifications

• Growth Mindset – forward thinking, embodying a vision that translates into inspiring strategies and deploying resources effectively.
• Deliver Through Collaboration – achieves results while balancing rigorous planning and flexible collaboration to meet shared objectives.
• Consumer Centric – develops consumer intimacy with a focus on technology to innovate and create more value for the consumer and Pernod Ricard.
• Bold and Agile – decisive and courageous, learns from experience and addresses difficult issues respectfully.
• Open and Authentic – role model who instils trust, engages teams through feedback and fosters open dialogue.
• Diverse Teams – leverages and values diversity to build empowered teams and create belonging.