Job Description

The role

Responsible for the assisting the Facilities Manager in the delivery of an effective and compliant facilities management service through in-house staff, suppliers and consultants, across hard and soft services, across a group of buildings. The role will require occasional UK travel & overnight stays may be required.

Key deliverables

• Assist in the preparation, monitoring and reconciliation of service charge budgets
• Check and approve expenditure against service charge budgets
• Provide best in class customer service to internal and external customer base
• Maintain regular and effective communication with clients and tenants
• Supervise site based staff, ensuring all people related policies and procedures are followed
• Maintain regular and effective communication with internal colleagues in Property Management, support functions and the wider Real Estate business
• Monitor works conducted/service provided by suppliers
• Audit and inspect supplier delivery
• Measure and report supplier performance against agreed SLAs
• Manage suppliers to ensure effective, safe and compliant delivery of all M&E related services, including: life safety systems, vertical transportation equipment and public health systems
• Procure goods and services, following procedures and policies
• Contribute to the preparation of management reports for a variety of stakeholders and attend management meetings are required
• Undertake regular building inspections, complete reports and initiate/progress any required works
• Assist Facilities Manager to ensure compliance with all current statutory legislation in respect of health and safety and the environment
• Assist Facilities Manager to manage local environmental activities in order to meet statutory obligations and achieve/retain industry standards e.g. ISO14001 working with sustainability team
• Ensure compliance with all internal procedures and policies \xe2\x80\x93 e.g. Procurement, Finance, Compliance, HR
• Ensure security and emergency procedures are robust and adhered to at all times, taking an active role in the event of emergency situations
• Complete administrative tasks as required to include use of systems, filing, inventory management.

Responsibilities

Financials

• May have budget and cost control responsibilities
• Has an awareness of wider team or department budget

Clients and Business Development

• Is proactive in building relationships with internal clients and courteous and responsive to all clients (internal and external)
• Functional or specialist competence with relevant understanding of business/departmental context
• Completes own work under minimal supervision/guidance
• Can deal with novel or difficult situations within context of own function or specialism

People

• Active team player
• May supervise a small team of administrative employees
• Shares information with colleagues and others through team meetings, databases, filing systems, etc
• Shares expertise with colleagues
• Proactively communicates to colleagues and others

Systems and Process

• Manages, co-ordinates, implements and develops a range of important activities, processes, functions or relationships
• Makes decisions within field of expertise
• Is conscious of process and takes steps to protect the interests of BNP Paribas Real Estate, employees and reputation
• May contribute to BNP Paribas Real Estate Projects

Person specification

Qualifications

• Membership or Associate Membership of IWFM
• Managing Safely - accredited by IOSH

Experience

• Previous experience in a similar role
• Understanding of commercial leases and the landlord and tenant relationship
• Understanding of service charge budgets and accounting principles
• Good health and safety and environmental knowledge
• Basic mechanical and electrical services knowledge
• Excellent English language skills \xe2\x80\x93 both written and spoken
• IT literate \xe2\x80\x93 MS Office at intermediate level and other relevant software (e.g. Meridian, Proactis, Snapshot, Tramps) at a level to undertake the role satisfactorily

We are proud to offer award-winning benefits to support and reward our employees:

- Heath & Leisure: Private medical cover, 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work

Financial: Pension, life assurance at 8 x basic salary, group income protection, long term disability insurance, interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company\xe2\x80\x99s Bonus Scheme, share incentive plan, financial and mortgage advice

BNP Paribas