Facilities Management & Hospitality Support

PURPOSE OF THE JOB To provide hospitality services to all meeting rooms as required, ensure an efficient stock control system is maintained and regularly checked. To carry out the FM procurement process on behalf of the MDU, ensuring a cost efficient and timely delivery of all hospitality requirements, paper, general stationery, office supplies and ‘ad hoc’ purchases, including purchases under the Homeworker package. Assist the Health & Safety Support Co‑ordinator as required. Supervise and manage the reception area and mailbox together with the company mailbox and all meeting room bookings and the provision of services requested including in‑house refreshments and third‑party ordered or collected food and external hospitality services required. Maintain all necessary controls regarding the security of the Companies assets and documents. Provide management support in covering CCTV and site Access Control. To manage any third‑party supplied support as required.

Key Activities/Accountabilities

• Administration/Statistics/Management Information: Provide statistics and key management information on all FM processes, including regular monthly reporting as per the FM Governance review document. Review Reception and Meeting Room bookings and hospitality requirements, add to the system and plan accordingly. Purchase all fresh food locally daily and account for via the Concur expense system. Support all company agreed lunches and governance meetings e.g. BoM, Exec & Cases meetings.
• Procurement/Purchasing: Hospitality requirements, Paper, Toner, Stationery, DSE, Office Equipment, General Stationery & Supplies. ‘Ad Hoc’ credit card purchases, including those required under the Homeworker package. Sage Expense approval etc.
• Budget Process: Providing assistance to the FM & Resilience Manager regarding budget forecasting, reconciliation, monthly spend, year end accruals and quarterly reporting in respect of all hospitality costs. Review of all jobs issued on infragenie and advised in the reception mailbox. Allocate as necessary to FM colleagues. Review and add all meeting room bookings and services. Book in all visitors via the Canary Wharf booking system. Review and report on ‘hot desk’ bookings.
• Access Control System/CCTV: Day to day management regarding leavers & starters. Arrangement of Contractors Passes, Comms room access for IT etc. Maintenance of all records, quarterly and six monthly audits. Interrogation of system as per protocol, any issues reported on Magique. Monitor and review CCTV footage as per protocol if advised following any security breach or incident.
• FM Synapse site maintenance: To be the point of contact for all Facilities Management changes and all notifications to staff through Synapse.
• Cleaning Contract: Provide management assistance regarding the cleaning contract, and all specialist cleans out of hours, regularly check the standard of the cleaning provided. Day to day responsibility for the supervision of the MDU reception and meeting room and ‘hot desk’ booking system. Dealing with ad-hoc management concerns that may arise.
• Any ad hoc Tasks: As advised to include ad hoc Management Information tasks.

Qualifications & Experience

• A good knowledge of purchasing and tendering procedures, an understanding of the budgetary and reconciliation process, knowledge of both store and stock control.
• Good IT Skills (Microsoft Office – Outlook, Word & Excel).
• Good organisational and reporting skills, prompt and timely monthly reporting.
• Food hygiene certificate.
• Basic knowledge of all Health & Safety, Fire Safety and be IOSH trained.
• First Aid trained and Canary Wharf Tenant Evacuation Marshal trained.
• A sound understanding of the Access Control System, the CCTV system, an ability to carry out set tasks, interrogate the system, run reports and train other FM Staff to support the process when required.
• Understanding the Companies escalation processes regarding Health & Safety matters, Fire Safety, Site Security, near misses and the reporting of incidents on Magique.

JOB RELATED COMPETENCIES - knowledge, skills and attitude (personal, managerial and technical)

• Ability to manage concurrent tasks of varying size and to ensure priorities are continually updated.
• Capable of planning ahead and organising workload and projects.
• Concise recording of all information, expense management. Provide monthly reports to a good standard.
• Ability to supervise, motivate and develop direct reports. Training will be provided as appropriate.

KEY OUTPUTS/PERFORMANCE MEASURES To understand and apply the concept of treating the customer fairly. Apply the MDU Supplier Management and third‑party suppliers protocol and procedures to all tasks where appropriate.