Pernod Ricard
Facilities and Fleet Assistant
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Facilities and Fleet Assistant
Facilities Assistant - London, UK
About Pernod Ricard UK
Pernod Ricard UK, a leading player in the wines and spirits sector, is the second-largest business within the global Pernod Ricard group. With 320 employees, our purpose is to deliver sales, marketing, and distribution for some of the world’s most renowned premium brands.
Our hallmark is a passionate, entrepreneurial, and dynamic culture, encompassing iconic names like Absolut vodka, Jameson Irish Whiskey, The Glenlivet Scotch whisky, Παул Χ esso品牌िं Bosini Chivas Regal, Malibu rum, Havana Club rum, and Jacob’s Creek wines.
About the Team
Our Business Support team at Pernod Ricard UK forms the backbone of efficient bureaucratic operations. From cleaning and maintenance to health & safety oversight, we provide essential support across key services.
About Your Role
In this role, you will be the primary point of contact for Facilities Services, delivering professional, efficient, and friendly support to employees. You’ll work closely under the Assistant Office & Facilities Manager, taking ownership of premises management (cleaning, repairs, health & safety, front-of-house services), and third-party supplier coordination.
Core Responsibilities
Fleet Management (London-based Focus)
- Manage fleet operations for the London office, including support for office and field-based employees in relation to incident management, problem resolution, vehicle maintenance and accident** reporting.
- Liaise with Chivas Brothers for fleet supplier reviews and contract terms alignment
- Handle license compliance and checks for fleet drivers
- Compile quarterly fleet performance reports covering:
- Vehicle status
- Supplier performance
- Driver behavior (speeding, fines, risky habits)
- Maintain rigorous maintenance and servicing logs to minimize downtime
- Develop fuel efficiency strategies
- Serve as the primary contact for all queries relating to the fleet
- Coordinate vehicle returns and changeovers for leased fleets
- Direct data analysis to enhance company operational efficiency
- Administer monthly fleet payroll actions (invoicing, fines, P11D reporting)
- Oversee breakdown claims, damage handling, parking permits, and licenses
- Onboard and train new fleet staff via driver awareness and NCD (no claims discount) systems
- Arrange new vehicle procurement (including hire cars)
- Update company car policies
- Ensure alignment with Group fleet policy and projects
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Maintenance
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Team Lead for the maintenance contractor, ensuring:
- Clear, prompt communication on all issues
- Full compliance with Health & Safety legislation and brand policies
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Coordinate reactive maintenance calls to meet SLA response times
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Manage Planned Preventative Maintenance (PPM) scheduling with quality assurance
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Monitor PPM and reactive maintenance performance, maintaining auditable records
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Partner with the Facilities Manager to validate supplier quotes, ensuring cost awareness, dispatches and value
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Maintain a current asset inventory and up-to-date maintenance records
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Proactively identify risks and escalate issues while proposing solutions
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Conduct monthly site audits
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Lead supply chain monthly KPI meetings/compliance reviews, ensuring continuous improvement
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Maintain all contractor documentation (RAMS, permits to work, insurance)
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Lead site minor works, ensuring quality and timely completion
Third-Party Supplier Management
- Be the principal contact for supplier enquiries and coordination
- Log work orders, ensuring tasks are tracked to completion
- Monitor supplier performance vs SLAs, reporting on delays or noncompliance
- Validate attendance, sign-in processes and completion quality
- Enforce strict compliance with site health & safety, permits to work and RAMS
- Manage invoices with reference to approved work and costs
- Escalate supplier issues or risks to the Facilities Manager
- Onboard new suppliers, including setup of permits and induction programs
- Foster positive supplier relationships to enhance service delivery
- Contribute to cost-efficiency improvements in operations
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Health and Safety
- Oversee office supplier Risk Assessments (RAMS) and their associated permits
- Schedule and monitor employees’ mandatory health and safety tours (CARE Tours) and toolbox training sessions
- Operate and escalate issues via the Facilities Helpdesk (who oversees maintenance, fleet and third-party contractors
Additional Responsibilities
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Cross-Cover Support:
- Administrative tasks for staff shops and locker systems (trade assignment and troubleshooting)
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Facilitate new starter and leaver inductions, ensuring locker security and access (ReleezMe)
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Manage app-related building lock/access permissions transparently for new hires.
Key Relationships
- Internal: Workset in emergency HR support across London offices.
- External: Coordinate with various industrial suppliers and service providers.
What You’ll Need
To thrive in this position, determine your own current skill set against the personality attributes below:
Core Attributes
- Growth Mindset – Proactively address challenges with vision and innovation while remaining adaptable to change
- Collaborative Couseling – Partner across teams to achieve strategic objectives while maintaining flexibility
- Consumer-Centric Mindset – Embrace technology for innovation, fostering value creation tailored for employees
- Bold and Agile – Demonstrate leadership, accountability and evidence-based decisions-making
- Authenticity – Lead by example—model trustworthiness, provide constructive feedback, and ensure inclusive dialogue
- Team Empowerment – Recognize and empower diversity, developing talents to drive mutual success and well-being
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