Facilities Apprentice

This role requires proactive facilities support across office operations - setting up meeting spaces, assisting events, reporting faults and supporting office moves. Ensures high service standards for clients and staff while gaining hands-on experience within a professional environment.

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

Responsibilities

• Working to the needs of the Client and Facilities teams, provide a high quality, pro-active service/support
• Ensure a high-quality service and environment for client and visitors
• Liaising with IT/AV & facilities teams to report faults
• Assist AV with ad hoc tasks
• Setting up conference/meeting room facilities, (not AV equipment) as required, including opening and closing of Partitions, whiteboards, room set-ups
• Assist in external CMS seminars where required
• Undertake weekly audits of all conference/meeting rooms in CMS, ensuring equipment, lighting, air conditioning, fabric are working and are to a high standard
• Report any short falls to the appropriate helpdesk for action
• To assist with the logistics, planning and implementation of any moves/ changes requirements
• Display high levels of customer service and professionalism to help resolve any issues from clients and visitors to the conference rooms

Requirements

• Comply with relevant health, safety and environmental legislation (Health and Safety at Work etc Act 1974) e.g. logging incidents, posting/distributing health and safety notices, checking fire extinguishers, fire alarms, confirming that checks have been carried out, use of PPE
• Comply with other relevant legislation e.g. food safety, employment rights and responsibilities, data protection, equality, diversity and inclusion
• Comply with standard operating procedures (SOPs) e.g. permits to work, contractor risk assessments, safe systems of work, site inductions
• Carry out health and safety checks in accordance with SOPs
• Report the findings of health and safety checks in accordance with SOPs
• Identify risks, hazards and threats to people, property and premises in accordance with SOPs
• Act on the findings of health and safety checks in accordance with SOPs
• Implement site emergency and evacuation procedures in accordance with SOPs e.g. acting as emergency evacuation marshal, submitting evacuation plans and reports/audits
• Report on the actions taken in accordance with SOPs
• Collaborate with other colleagues (e.g. security officers, cleaning operatives, receptionists, engineers and catering staff) in accordance with SOPs
• Respond to customers’ queries and incidents in accordance with SOPs
• Take action that is appropriate to the nature of the FM query (e.g. clarifying straightforward contractual/SLA queries, referrals/escalation)
• Deal with complaints in accordance with SOPs
• Keep customers informed of developments, issues and delays in accordance with SOPs
• Apply policies in sustainability and corporate social responsibility in accordance with SOPs
• Identify areas for improvement in sustainable and corporate social responsibility performance in accordance with SOPs
• Make practicable suggestions for improvements to corporate social responsibility performance in accordance with SOPs
• Operate the stock management system in accordance with SOPs e.g. stock checking, replenishment, stock ordering
• Confirm the correct functioning of equipment used to deliver FM services in accordance with SOPs (e.g. franking machines, reprographics equipment, cleaning equipment, vending machines, catering trolleys, radios, walkie-talkies etc.)
• Report the findings of premises and equipment inspections in accordance with SOPs
• Carry out quality assurance checks in accordance with SOP's to ensure that FM services are delivered to the required standard.
• Deal with feedback or escalate issues beyond their level of authority in accordance with SOP's
• Collect FM-related information from a variety of sources (e.g. from BMS, helpdesk or in-house systems) in accordance with the task specification
• Collate FM and health and safety information as specified (e.g. preparing preliminary reports such as energy usage and sustainability, heating systems, lighting systems, security and access systems) in accordance with the task specification
• Identify and report on opportunities for improvement from information collected in accordance with the task specification using appropriate software applications and communication platforms
• Provide support to the access management system in accordance with SOPs (e.g. ID checks, key authorization, security marking, security access data, building security alarm systems (access, CCTV etc)
• Ensure communal areas meet required standards of cleanliness and presentation in accordance with SOPs (e.g. cleanliness checks, keeping the area tidy and free from hazards, maintaining the currency of publicity displays, dealing with post, deliveries and laundry, acting as a traffic marshal, removing rubbish etc)
• Greet and treat visitors in accordance with SOPs
• Ensure service areas are maintained in accordance with SOPs for cleanliness and hygiene (e.g food preparation areas, control rooms, compactors and refuse areas)
• Support others through the provision of reception services, events organisation, hospitality and catering, room set-up and restoration in accordance with SOPs and the task specification
• Report issues and problems in accordance with SOPs
• Log jobs and arrange for repairs and engineering maintenance in accordance with SOPs
• Carry out inspections of premises and facilities to ensure the correct functioning of buildings and plant equipment in accordance with SOPs e.g. access systems, temperature checks, repairs carried out
• Carry out minor repairs and maintenance or ensure that they have been carried out in accordance with SOPs e.g. changing toner, changing batteries, replenishing stationary, PPM audits
• Report the correct operation of FM buildings and equipment in accordance with SOPs
• Keep asset registers up-to-date (checks, reconciliation, record keeping) in accordance with SOPs
• Complete and keep up-to-date personal development plans
• Keep FM-related skills up-to-date
• Keep FM-related knowledge up-to-date
• Manage customer expectations in accordance with SOPs and organizational expectations
• Communicate with customers confidently and clearly using communication methods that are appropriate to the situation in accordance with organizational expectations
• Support the project team constructively and in a way that engenders positive relationships in accordance with organizational expectations
• Report on the extent that objectives have been met and escalate any issues in accordance with organizational expectations