City Facilities Management rN0rV3j
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Obtain and update the annual PPM Maintenance planner by subcontractor.
The VacancyJob Purpose:
To provide and facilitate all of the associated administrative needs of the L&E Function to ensure smooth running of the department and to support the L&E Manager and wider L&E team with administrative support. Ensuring that all document management needs, requirements and systems are accurate and up to date at all times.
Key Accountabilities:
Document Management
- Ensure that routine reports are produced to support the ongoing performance of the L&E function.
- Develop a central file repository structure by region, store, and asset within which each asset folder will contain all necessary information relevant to defects, PPM, and certification as a minimum that enables City to demonstrate 100% contractual, legal, and statutory compliance in the event of an audit.
- Identify and report gaps in document management to the L&E Manager and address with your counterpart within the subcontractor supply chain.
- Attend and minute weekly meetings with suppliers and stakeholders relevant to L&E and provide accurate minutes and actions, which will then be communicated and stored in a central location.
- Ensure that meetings relating to the L&E function are scheduled 6-12 months in advance using Microsoft Office and Teams. Meetings of Defects, Reactive Lifts Off, Supplier Review Meetings, Client Routine Meetings and any others deemed necessary by the L&E Manager.
- Ensure that a detailed contact list for all suppliers and key account managers is held centrally and updated at least every quarter or when informed of changes.
- Ensure that escalation and contact details are accurate and held centrally and updated at least quarterly or when informed of changes.
- Obtain and update the annual PPM Maintenance planner by subcontractor. Information to be kept centrally.
- Maintain the annual team holiday planner and ensure it is kept accurate and up to date.
- Provide a routine sharing of compliance documentation with M&S third parties ensuring that dates and times are managed accordingly. (this will be redundant once the Mercury / BHI interface is developed).
- Ensuring that asset information, store closures and data specific to the L&E function is kept up to date and refreshed quarterly as a minimum and shared with suppliers.
- Maintain supplier information of operating structures in hierarchical format that supports an understanding of the supplier's arrangement and works with the escalation process.
- Record centrally all maintenance audits undertaken by asset and subcontractor and that actions have been captured on Mercury.
- Monitor and report the status of live quotations and support the wider team in ensuring all quotes are managed in a respective timeframe.
- Any other relevant administrative duty deemed necessary by the L&E Manager.
Knowledge, Skills and Abilities:
- Candidates must have effective verbal and written communication skills
- Strong IT skills including being a competent user of Excel, Word and PowerPoint and the ability to work across multiple applications simultaneously
- Desirable experience in the use of CAFM's Mercury and business processes systems
- Strong customer service skills and poses a "can do attitude"
- Ability to work to deadlines without chasing or constant supervision
- Excellent interpersonal and communication skills with the direct, indirect and customer teams
- Flexible and adaptable to change in a fast-moving environment
- Ability to work under pressure whilst carrying out multiple tasks
- Ability to work to changing and demanding timescales
- Continuous improvement mindset and to identify ways in which improvements can be made in reporting and general administrative tasks that aids the whole L&E team.
The Company
In 1985, husband and wife Willie and Susan Haughey established City Refrigeration Holdings. The pair set out with one goal - to make a positive change in the facilities management industry.
The Haugheys founded their enterprise on the values of collaboration and transparency, replacing client/contractor relationships with long-term, mutually beneficial partnerships. Each partner receives a unique strategy, shaped by the needs of the business and implemented by a bespoke, self-delivered model.
It is this focus that has allowed the City Group to grow from its humble beginnings into one of the world's most trusted facilities management companies. The business now employs over 12,000 people and has established divisions across Europe, Australia, North America and Asia. It has also diversified the services it offers to include maintenance and engineering, technical procurement and support, cleaning and ancillary services across retail, residential and commercial markets.
Now more than three decades into its story, City remains rooted in the core values established by the now Lord and Lady Haughey and remains passionate about sharing its unparalleled professionalism, quality, customer service and value with partners around the globe.
About City
Our Benefits
Pension Scheme
Retail Discounts
Cycle to Work Scheme
The Vacancy
Job Purpose:
To provide and facilitate all of the associated administrative needs of the L&E Function to ensure smooth running of the department and to support the L&E Manager and wider L&E team with administrative support. Ensuring that all document management needs, requirements and systems are accurate and up to date at all times.
Key Accountabilities:
Document Management
Knowledge, Skills and Abilities:
The Company
In 1985, husband and wife Willie and Susan Haughey established City Refrigeration Holdings. The pair set out with one goal - to make a positive change in the facilities management industry.
The Haugheys founded their enterprise on the values of collaboration and transparency, replacing client/contractor relationships with long-term, mutually beneficial partnerships. Each partner receives a unique strategy, shaped by the needs of the business and implemented by a bespoke, self-delivered model.
It is this focus that has allowed the City Group to grow from its humble beginnings into one of the world's most trusted facilities management companies. The business now employs over 12,000 people and has established divisions across Europe, Australia, North America and Asia. It has also diversified the services it offers to include maintenance and engineering, technical procurement and support, cleaning and ancillary services across retail, residential and commercial markets.
Now more than three decades into its story, City remains rooted in the core values established by the now Lord and Lady Haughey and remains passionate about sharing its unparalleled professionalism, quality, customer service and value with partners around the globe.
About City
Our Benefits
Pension Scheme
Retail Discounts
Cycle to Work Scheme
Job Purpose:
To provide and facilitate all of the associated administrative needs of the L&E Function to ensure smooth running of the department and to support the L&E Manager and wider L&E team with administrative support. Ensuring that all document management needs, requirements and systems are accurate and up to date at all times.
Key Accountabilities:
Document Management
- Ensure that routine reports are produced to support the ongoing performance of the L&E function.
- Develop a central file repository structure by region, store, and asset within which each asset folder will contain all necessary information relevant to defects, PPM, and certification as a minimum that enables City to demonstrate 100% contractual, legal, and statutory compliance in the event of an audit.
- Identify and report gaps in document management to the L&E Manager and address with your counterpart within the subcontractor supply chain.
- Attend and minute weekly meetings with suppliers and stakeholders relevant to L&E and provide accurate minutes and actions, which will then be communicated and stored in a central location.
- Ensure that meetings relating to the L&E function are scheduled 6-12 months in advance using Microsoft Office and Teams. Meetings of Defects, Reactive Lifts Off, Supplier Review Meetings, Client Routine Meetings and any others deemed necessary by the L&E Manager.
- Ensure that a detailed contact list for all suppliers and key account managers is held centrally and updated at least every quarter or when informed of changes.
- Ensure that escalation and contact details are accurate and held centrally and updated at least quarterly or when informed of changes.
- Obtain and update the annual PPM Maintenance planner by subcontractor. Information to be kept centrally.
- Maintain the annual team holiday planner and ensure it is kept accurate and up to date.
- Provide a routine sharing of compliance documentation with M&S third parties ensuring that dates and times are managed accordingly. (this will be redundant once the Mercury / BHI interface is developed).
- Ensuring that asset information, store closures and data specific to the L&E function is kept up to date and refreshed quarterly as a minimum and shared with suppliers.
- Maintain supplier information of operating structures in hierarchical format that supports an understanding of the supplier's arrangement and works with the escalation process.
- Record centrally all maintenance audits undertaken by asset and subcontractor and that actions have been captured on Mercury.
- Monitor and report the status of live quotations and support the wider team in ensuring all quotes are managed in a respective timeframe.
- Any other relevant administrative duty deemed necessary by the L&E Manager.
Knowledge, Skills and Abilities:
- Candidates must have effective verbal and written communication skills
- Strong IT skills including being a competent user of Excel, Word and PowerPoint and the ability to work across multiple applications simultaneously
- Desirable experience in the use of CAFM's Mercury and business processes systems
- Strong customer service skills and poses a "can do attitude"
- Ability to work to deadlines without chasing or constant supervision
- Excellent interpersonal and communication skills with the direct, indirect and customer teams
- Flexible and adaptable to change in a fast-moving environment
- Ability to work under pressure whilst carrying out multiple tasks
- Ability to work to changing and demanding timescales
- Continuous improvement mindset and to identify ways in which improvements can be made in reporting and general administrative tasks that aids the whole L&E team.
The Company
In 1985, husband and wife Willie and Susan Haughey established City Refrigeration Holdings. The pair set out with one goal - to make a positive change in the facilities management industry.
The Haugheys founded their enterprise on the values of collaboration and transparency, replacing client/contractor relationships with long-term, mutually beneficial partnerships. Each partner receives a unique strategy, shaped by the needs of the business and implemented by a bespoke, self-delivered model.
It is this focus that has allowed the City Group to grow from its humble beginnings into one of the world's most trusted facilities management companies. The business now employs over 12,000 people and has established divisions across Europe, Australia, North America and Asia. It has also diversified the services it offers to include maintenance and engineering, technical procurement and support, cleaning and ancillary services across retail, residential and commercial markets.
Now more than three decades into its story, City remains rooted in the core values established by the now Lord and Lady Haughey and remains passionate about sharing its unparalleled professionalism, quality, customer service and value with partners around the globe.
About City
Our Benefits
Pension Scheme
Retail Discounts
Cycle to Work Scheme
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inGlasgow
55.861698150634766 -4.25832986831665 Glasgow, City of Glasgow, United Kingdom 
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