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- Tasks: Support the Facilities Management team with administrative tasks and data management.
- Company: Join Grosvenor, a leader in property management, dedicated to excellence and customer service.
- Benefits: Enjoy flexible working hours, career development opportunities, and a supportive team environment.
- Why this job: Gain hands-on experience in facilities management while contributing to a positive workplace culture.
- Qualifications: 2 years of admin experience and GCSEs in English & Maths are essential.
- Other info: Working hours are 09:00 – 17:30, with opportunities for training and growth.
The predicted salary is between 28800 - 43200 £ per year.
Purpose of the Role
The purpose of the role is to provide support to the Grosvenor Property FMI client, reporting to the Senior FM Coordinator. The highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.
Key Responsibilities
- To work alongside the Facilities Management team in an administrative support role, learning the key aspects of the FM role.
- To provide the Facilities Managers with administrative support and to field phone calls during periods of leave.
- Spend time with key Property Management departments to understand the corporate supply chain process, the management agreement and services offered, our key policies and procedures, legislation relating to handling client monies and the roles undertaken in Client Accounting, Credit Control and Treasury to be able to better support the business.
- Assist with raising work orders for the Facilities Managers on the chosen client system.
- Check and approve costs under £500 for FMs (including routine PPM costs).
- Updating and assisting in closing actions from compliance documentation and Health & Safety Audits.
- Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorisation limited. Ensuring that the Facilities Manager and Surveyor approves beforehand where required.
- Ensure all statutory documentation is in place, request where necessary.
- To compile and complete client Monthly/Quarterly reporting and attend client meetings to support and present data.
- Monitor and update all client portals as required.
- Tracking of outstanding Work Orders via Planon i.e. Mandatory Remedial Works, On Hold Status. Booking time slots with FMIs to review.
- Review compliance documentation & customer satisfaction surveys on Planon.
- Review of PPM planners for each property, using data from Planon to review accuracy of PPM planners.
- Tracking of insurance claims, contacting insurer with claims information and tracking response/actions.
- To provide cover for other FM Coordinators within the team as and when required.
- Facilities Management travel coordination/arrangement.
- To be a superuser on all systems used throughout the portfolio and assist with training new starters.
- Compile Tenant Handbooks, Emergency Plans, Hazardous Waste Registers etc. in conjunction with the Facilities Managers and ensure data is uploaded to the relevant system.
- General administrative duties such as, but not limited to; filing, data input, meeting and travel booking.
- Other adhoc duties as and when required to include Facilities Management post and stationary requirements.
Skills, Knowledge and Experience
Essential
- At least 2 years experience in an administration role
- General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
- Reliable, helpful and well presented.
- Ability to work in a team or alone
- Team player with strong customer service skills, able to provide a helpful and polite service.
- Pleasant telephone manner and efficiency in relaying messages and taking instructions.
- Excellent communication skills
- Able to take comprehensive minutes of meetings.
- Ability to deal with confidential information.
- Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
- Able to work under pressure to deadlines.
- Careful and conscientious with an aptitude for attention to detail.
- Willingness and ability to learn on the job, keen to undertake training and career development.
Desirable
- Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
- Broad knowledge of office administration within a facilities management/property management environment.
- Experience of dealing with senior level staff confidently with excellent verbal and written communication.
- Experience and knowledge of helpdesk systems and procedures.
- Data input experience.
- Experience working within a Facilities Management team.
- Understanding of Health & Safety Legislation.
Working Hours -09:00 – 17:30
#LI-DNI
Please see our Benefits Booklet for more information.
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Grosvenor Health & Safety Coordinator - Finsbury Circus House, London Business Operations · 15 [...] employer: Savills Company
Contact Detail:
Savills Company Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Grosvenor Health & Safety Coordinator - Finsbury Circus House, London Business Operations · 15 [...]
✨Tip Number 1
Familiarise yourself with the key responsibilities of the role by researching Grosvenor's facilities management processes. Understanding their specific systems, like Planon, will give you an edge during interviews.
✨Tip Number 2
Network with current or former employees in similar roles to gain insights into the company culture and expectations. This can help you tailor your approach and demonstrate your enthusiasm for the position.
✨Tip Number 3
Brush up on your knowledge of Health & Safety legislation, as this is a crucial aspect of the role. Being able to discuss relevant regulations confidently will show your commitment to compliance and safety.
✨Tip Number 4
Prepare to showcase your organisational skills by thinking of examples where you've successfully managed multiple tasks or projects. This will highlight your ability to thrive under pressure, which is essential for this role.
We think you need these skills to ace Grosvenor Health & Safety Coordinator - Finsbury Circus House, London Business Operations · 15 [...]
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administration and facilities management. Emphasise any customer service roles you've held, as well as your ability to work under pressure and manage multiple tasks.
Craft a Strong Cover Letter: In your cover letter, express your enthusiasm for the role and how your skills align with the responsibilities outlined in the job description. Mention specific experiences that demonstrate your organisational skills and attention to detail.
Highlight Relevant Skills: When filling out your application, ensure you mention your proficiency in Microsoft applications and any experience with helpdesk systems. This will show that you have the technical skills needed for the role.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism, which are crucial for this role.
How to prepare for a job interview at Savills Company
✨Know Your Role
Familiarise yourself with the key responsibilities of the Grosvenor Health & Safety Coordinator position. Understand the administrative support required for Facilities Managers and be ready to discuss how your experience aligns with these tasks.
✨Demonstrate Customer Service Skills
Since the role involves providing high levels of customer service, prepare examples of how you've successfully handled customer interactions in the past. Highlight your pleasant telephone manner and ability to relay messages efficiently.
✨Showcase Your Organisational Skills
Be prepared to discuss your time management and organisational skills. Provide specific examples of how you've prioritised workloads and managed multiple tasks under pressure, as this is crucial for the role.
✨Familiarity with Compliance and Health & Safety
Brush up on your knowledge of Health & Safety legislation and compliance documentation. Be ready to explain how you would approach tasks related to audits and compliance, showcasing your attention to detail.
