The Role

The Facilities Management Specialist encompasses all responsibilities of a Facilities Assistant, with additional duties reflecting a higher level of experience and support provided to the organisation and Facilities Manager. SFAs play a critical role in managing more complex tasks and mentoring team members.

What you will do

• Represent and uphold FDJ United values in all interactions.
• Oversee the reception area and ensure excellent service to employees and visitors.
• Assist visitors with signing in and out.
• Handle incoming and outgoing mail and deliveries.
• Ensure the reception area and meeting rooms are tidy and presentable.
• Plan and conduct office tours for new hires.
• Ensure that you adhere to the Governance, Risk & Compliance (GRC) obligations for your role.
• Identify and raise any non-compliance incidents promptly to your line manager.
• Challenge processes, policies and projects that will negatively impact compliance within the Group.
• Complete all mandatory compliance training assigned to you.
• Reach out to the Compliance Team if unsure of any of your compliance obligations or the requirements are unclear.

Advanced Administrative Support

• Responsible for proper document management.
• Create and manage Purchase Orders.
• Record the weekly walkabouts findings.
• Responsible for Symmetry reporting.
• Responsible for email response and internal communication.
• Supporting the FM with contract management.

Facilities Management

• Manage the internal Jira system for facilities-related requests.
• Support the Facilities Manager with various tasks and projects.
• Maintain the FM knowledge base page.
• Provide mentorship and guidance to Facilities Assistants.
• Update the ISO compliance page.
• Conduct weekly facilities inspections.
• Provide substantial support to Facilities Managers in managing more complex tasks.
• Lead and participate in special projects as assigned.
• Act as a point of escalation for issues beyond the scope of Facilities Assistant.
• Act as a role model and teach new staff and team members.

Event and Meeting Preparations

• Plan and execute in-house and external events.
• Order food and beverages for meetings and events and assist with any associated paperwork tasks such as putting out menus, allergy information.
• Assist with meeting room setups and report any technical issues.

Physical Security

• Administer visitor management systems and report any issues.
• Administer Symmetry reporting.
• Create and manage ID cards for employees, consultants, and suppliers.
• Administer personal lockers list.
• Administrate the CCTV system upon need.
• Manage access cards and ensure security compliance.

Health & Safety

• Act as a fire marshal or first aider and other safety staff roles as assigned
• Report and document any accidents or incidents.
• Maintain health and safety compliance and training.
• Conduct regular checks on first aid supplies and equipment.

Environmental Reporting

• Responsible for the carbon footprint reporting.

Communication

• Communicate office updates and info in our Intranet, per mail and on internal presentations.
• Update regularly internal comms platform page for the specific location.

Additional Responsibilities

• Conducting daily office cleanliness checks and ensuring maintenance issues are addressed.
• Handling semi-heavy lifting tasks.
• Conducting weekly facilities inspections such as PPM & Cleaning.

   How you will be measured

• Acting in line with FDJ United values.
• Successful completion of all relevant training and other compliance activities that support FDJ United sustainable and responsible growth.
• The response time in the internal ticketing system queue.

   Your experience

• Experience working in Facilities Management role or organisation previously
• Experience  working in a Reception and/or as an Office Assistant before.
• Previous experience from similar duties.
• Experience from working with service.
• Previous experience from working with events, planning and execution.