Purpose of the Role

The Operations Support role's purpose is to assist in the day-to-day management of sites within the Letchworth portfolio, supporting the Facilities Managers and Property Management where applicable, and reporting to the Facilities Management Senior Operations Support. The role acts as a central contact point, ensuring statutory compliance, data accuracy and consistency of processes across the Letchworth portfolio for internal and external stakeholders.

Key Responsibilities

• To work alongside the Facilities Management team in a support role, learning all the key aspects of the FM role.
• To provide the Facilities Managers with administrative support and to field phone calls during periods of leave including reactive support.
• To provide support and advice to the business on Facilities Management matters.
• Updating and assisting in closing actions from Health and Safety audits and environmental audits including reporting on outstanding items.
• Assist with the administration of all insurance inspections and lift/escalator audits including saving and uploading statutory documentation to Dashboard/Riskwise and issuing documents to the relevant contractors for action.
• Assist with the retender of contracts and management of PTN Forms, as required.
• Assist the FM team in monitoring supplier service level agreements.
• To assist with Contractor call outs and arrange attendance to reported faults at properties and update tenants and FMs/Surveyors, recording and raising Purchase Orders for one of works as well as contracts.
• Arrange site appointments for insurance consultants and other appointments when required.
• Collate monthly reports from FM to report to PM Team and Surveyors where necessary.
• Advise the surveying teams of FM holidays and liaise with management administration.
• Assisting FM with updating and management of Dashboard/Riskwise, tracking upcoming compliance events and booking in requests where required. Raising actions following events completion and ensuring actions are closed in a timely manner.
• Assist and monitor the completion of service charge budgets by the FMs ensuring they are completed on time and report on stats quarterly.
• Preparation of log books and tenant handbooks.
• Vacant Property Inspections – Update VPI Tracker, instruct inspections, receive reports and review with FM raising any actions and/or audit actions. Ensuring to update Dashboard/Riskwise as well as the Clients Insurance SharePoint Folder.
• Collates contract figures for service charge budget preparation.
• Provide system guidance to Front of House (FOH) Teams across the portfolio.
• Maintaining site notes and updating tenant details on CAFM system as and when lettings/lease changes.
• Monthly compliance meetings with Client H&S team and preparation of compliance figures for quarterly report. Client requirement is 100% minimum.
• Assisting with FRI inspections, locating premises for FM/PM teams and keep track of inspections completed and raised actions on issues found.
• Attend the Cambridge office on a quarterly basis of the FM/PM meeting.