F&M Coordination:
- Assist with the coordination between Stores, Security providers and Contractors for works across our stores and Head Office
- Book security schedules in advance of pre-planned maintenance, and minor works.
- Follow through on Minor works and Maintenance Projects
- Meticulously review consumable invoices/expenditure for a variety of services
- Support the F&M Manager in obtaining & reviewing quotes
- Demonstrate a proactive approach, liaising with Store Management to prevent and rectify issues impacting trade
- Build relationships with external contractors and Store Manager community to enable smooth communication
- Regularly conduct site visits & FM walk throughs with Operations Managers/Store Managers
Finance/Budget Support:
- Review of workflow processes, ensuring good receipts are completed in line with monthly deadlines, liaising directly with the Service Providers and Finance team for monthly invoicing and workflow queries
- Managing the department cost plan and purchase order tracking, updating accordingly in line with Paris reporting procedures
- Under the direction of the FM Manager, prepare a monthly budget report in preparation for the monthly meetings to review budget vs actual
- Support the FM Manager with financial forecasting, attending and contributing to monthly finance meetings with FM Manager and Finance
General Administration:
- Manage the power automate flows for the store QR code system for PPM, Reactive and Specialist requests.
- Supporting with registering all monthly, quarterly and annual maintenance visits “required actions” on store trackers, regularly keeping the required documents up to date.
- Ensuring that compliance trackers/ files are fully updated and upload to the share drive.
- Support stores with maintaining clean and updated compliance and FM document folders on site
- Record energy consumption data throughout the year and supporting with a yearly audit of consumption per store and Head Office
- Supporting with monthly, quarterly and annual reporting, ensuring full compliance
- Ensure department folders and store O&M’s are kept up to date
- Vendor creation set up and audit
