Purpose of the Role

The purpose of the role is to provide support to the Wickes FM Network, reporting to the Operations Manager. 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 Wickes FM team in a support role to learn about all aspects of the FM role.
• To provide the Wickes FMs with administrative support and to field phone calls during periods of leave and provide support and advice to the Helpdesk as and when required.
• Updating and assisting in closing actions from compliance documentation and Health & Safety Audits.
• Report to the Operations Manager in regard to Wickes Compliance/actions etc.
• Ensure all statutory documentation is in place, request where necessary.
• Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorisation limits and ensuring the FM and Operations Manager approves beforehand where required.
• Manage the tracking and uploading of Insurance Inspection documentation for the properties managed by Facilities Managers.
• Monitoring and reporting on Vantify job data, to include P2P jobs/service provider values and quote approvals.
• Spend time with key head office departments to understand the corporate supply chain process, the management agreement and service 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.
• Advise the Property Management teams of the Wickes FM Team holiday arrangements.
• Monitor and update all client portals as required.
• Assist with compiling necessary site documentation such as Emergency Plans, Waste Registers, and upload to relevant systems.
• Wickes FM Team travel coordination.
• Manage the Wickes heating control system.
• Create operational reports on a frequent basis, as agreed with the client
• Hold regular meetings with the Wickes FM team to ensure adherence to contractual KPIs
• Adhere to all FM+ basic and operational expectations
• Compile monthly open commitment reports
• Ensure purchase order commitments are closed as required on a regular basis
• Other ad hoc duties as and when required to include SMR/FM post and stationery requirements.