Facilities Coordinator (Apprentice)

Job Ref
HK/03
Location
London, UK
Function
RIO (Retail, Industrial, Offices)
Salary
Status
Full Time
Type
Permanent
Hours
7.25

More details

About Gerald Eve LLP

Gerald Eve provides property consultancy services to investors, occupiers and developers. We operate a national network of nine offices and an International Alliance, with partner firms covering 20 European countries and all major US markets. Our specialist sectors include industrial and logistics, alternative markets, the London office market, public sector and corporate real estate services.

Gerald Eve’s partners take pride in their reputation as leading experts and our highly regarded sector specialist teams continue to attract the best talent in the market. We offer comprehensive property advice to public and private sector clients, which includes over 40 of the FTSE100 and some of the largest property portfolios in the UK. Clients benefit from long-term trusted advisor relationships, with client teams providing advice across the full spectrum of property services. Gerald Eve thrives as a privately-owned partnership and the “we are all in this together” approach is respected across the business.

About the Team

This is an ambitious and growing department. The team comprises Property Managers, Facilities Management and an accounts department who manage of a portfolio of properties throughout the UK. The candidate will be working as part of the team with an overall purpose to enhance the customer experience by carrying out a range of duties relating to the maitenance of property, management of contractors and health and safety compliance.

Job Description

Are you enthusiastic about delivering outstanding support services and demonstrating leadership qualities? Would you be interested in earning while you learn? Gerald Eve is recruiting an enthusiastic individual to work in the Facilities Management department. You will work for the Head of Facilities Management, alongside the Property and Asset Management (PAM) team.

This role will be responsible for assisting with all aspects of the day-to-day management and service delivery for a portfolio of properties. The role involves learning about project management, budget management, contractor management and health, safety and environmental compliance.

The key focus of the role will be on providing high standards of service delivery to all stakeholders, for example tenants, clients and the PAM team with regards to all aspects of facilities management. Over the course of 18 months, you will be able to complete a level 3 apprenticeship in facilities management supervision.

Main responsibilities

General

Assist with budget and cost control and an awareness of the property budget and client objectives.
Assist with the management of service contracts, the assessment of quotes and fees to ensure best value and deliverability.
Assist with progress monitoring meetings, with the services maintenance contractors to monitor compliance with the contract scope of works and progress with the planned preventative maintenance activity.
Assist with the maintenance audit regimes and safe systems of work, and actively manage continuous improvement by the contractor.

Financial

Assist with the preparation and monitoring of the service budgets, in consultation with the Property & Asset Manager.
Maintain proper records of expenditure and spending commitments, using appropriate technology provided.
Making sure that works are complete so invoices can be paid.

Contractors and Staff

Assist with regular meetings and inspections with both contractors and consultants.
Seek greater efficiencies and better work practices in order to improve the quality of service delivery to occupiers.
Assist with the monitoring and assess the performance of contractors at the property and take effective early action to address any shortcomings.
Assist with preparation of contractor health and safety information exchange information.

Occupiers

Maintain good relations with all occupiers.
Assist with preparation of ad hoc reports as required for issue to internal and external parties

Health & Safety

Report on condition of Health and Safety compliance within your building(s) – following procedure and checklist.
Ensure you, and any on site staff, are fully conversant with Gerald Eve, Safety, Health & Environmental (SHE) policies and any operational procedures made under these relevant to their role.
Undertake regular checks of contractor site logbooks and ensure all H&S records are being correctly maintained and are fully up to date and complete at all times.
If required, to co-operate fully and promptly with any accident investigation.

The training

Alongside your day to day duties, you will complete the Facilities Management Supervisor Level 3 Apprenticeship:
This apprenticeship prepares an individual for managing a Facilities Management service, or a group of services, which can be labelled as ‘hard’ (estate/building management) or soft (catering/cleaning/administration/security)
The apprentice will have to provide customer service skills and be proactive in finding solutions to problems.
All apprentices will be required to supervise others; to understand the contractual requirements and service delivery targets between their employing organisation and the client/customer in order to achieve service targets

On and off the job training and location to be confirmed

About you

Skills and Behaviours

Active team player
Strong communication skills, both verbal and written
Good numerical skills including computer literacy (Excel, Word, MS Outlook)
Ability to work alone or as part of a team
Good level of organisational and administrative skills
Attention to detail
Able to use initiative and take responsibility

Experience / Education / Qualifications

GCSE or equivalent Maths and English (Grade 4 and above)

Preferred

Driving License

Salary and benefits

Salary: competitive based on market, professional experience and qualifications
26 days’ holiday, plus Bank Holidays and days at Christmas and New Year.
Pension scheme membership (after initial probationary period)
Life and Accident insurance
Group income protection scheme
Private Medical Insurance
Critical Illness Cover
Wellbeing Allowance
Access to Peppy for you and your partner
1 paid volunteering day per year to help give back to our local communities
Interest Free Season Ticket Loan
Interest Free Rental Deposit Loan
Employee assistance programme

Alongside our competitive compensation and benefits package we offer all our staff the ongoing opportunities to learn and develop, through in-house CPD sessions, further education support as well as internal and external training programmes. Gerald Eve encourage pro-bono work and volunteering as well as regular social and sporting activities to engage with all your colleagues.

Your progression will be supported and guided by managers and mentors using a transparent framework so you can clearly see what you need to do to get to where you want to be.

Hybrid working and core hours

We offer great flexibility around our core hours, which are from 10.00 a.m. to 4.00 p.m. You can choose to start and end your day around these hours, provided you still do your 7.25 hours per day (e.g. 8.00 am – 4.30pm, 10.00 am – 6.30 pm). There is no requirement for this to be the same each day, but you are required to keep your manager informed. This position also involves out of hours working on an ‘as necessary’ basis. We are open to considering flexible working arrangements for everyone; this can be discussed during the application process or upon commencement.