To manage, control and develop the activities of the Facilities team and department to ensure that the quality and standard of service required by the Company are fully realised, and that all procedures are adhered to.

Hours

35 hours per week.  However, due to the nature of this role hours may vary in line with the needs of the business.

Issue 4 (01/2020)

Areas of Responsibility

• Building Services
• Reception
• Hospitality
• Security
• Cleaning Services
• General Maintenance
• Storage
• Vending Equipment
• Post Room
• Fire, Health & Safety

Building Services

• In conjunction with surveyors and/or external contractors, to ensure that the company premises are of a standard as expected by the Company and in line with the terms of any lease agreement.
• Maintain a rolling three year Scheduled Maintenance Plan ensuring the most cost efficient methods are attained
• Maintain a rolling three year Building Refurbishment Plan ensuring the most cost efficient methods are attained
• To be responsible for and take the lead in any Tender exercise relating to building works, maintenance contracts and pass any recommendations to the Executive Board for consideration.
• Managing contractors and outsourced services in line with pre-agreed SLAs and KPIs as appropriate.
• To advise and contribute to rent reviews as required.

Office Services

• Procurement of office equipment (excluding IT), furniture and mobile phones whilst maintaining and keeping an up to date Fixed Asset Register of all appropriate items.
• Procurement of office stationary and management of relevant suppliers.
• To manage repair & maintenance contracts for office equipment (excluding IT products)
• Managing costs relating to the maintenance & upkeep of buildings, fixtures and fittings and all items routinely purchased by the department.
• Liaising with key employees to assess the most appropriate method of supporting their function.
• Planning and co-ordination of office moves within the company premises in conjunction with required internal and external additional functions, such as IT and removal firms.
• Management of all archive and storage requirements.

Post Room

• To effectively manage the operation of the Post Room

General Maintenance

• Handling issues/problems/maintenance for hard services and utilities
• Ensuring that general small repair works are prioritised for the in-house maintenance team.
• Ensuring that any works which fall outside of the capabilities of in-house maintenance team are outsourced appropriately.

Fire, Health & Safety

• To act as the Company Health & Safety Representative to ensure that all areas of Fire, Health & Safety compile with relevant legislation
• As a member of the Health & Safety Committee to continually develop processes and procedures to ensure safe working environments for employees and compliance with appropriate legislation.
• Ensuring that the company has sufficient numbers of qualified first aiders
• Ensuring evacuation procedures are up to date and fire equipment is maintained and fully operational at all times
• Training of routine Fire, Health and Safety procedures to all new and existing employees.

Budgetary Control

• Preparation and proactive management of annual Facilities budgets in line with budget parameters to ensure maximum cost efficiency
• To be responsible for conducting appropriate cost benefit analyses for new or existing services to maximise cost efficiency

General

• To manage or assist with relevant ad-hoc projects as required by your Manager
• To complete all appropriate Departmental administration.
• Collating/producing the month end report and monthly stats for the department.
• To provide relevant reports to your Manager on a periodic basis.
• To carry out any other additional duties as requested by your Manager from time to time within the scope of your role.
• To develop and maintain Department and premises related procedures as required.
• Ensure 24hr emergency contact and attendance cover.

Issue 4 (01/2020)

Attributes

Essential

• To be well presented, in-line with working within a corporate environment

Education/Training/Qualifications

Essential:

• Educated to A Level standard or equivalent
• NEBOSH certificate
• Professional qualifications leading to full membership of BIFM or equivalent 

Desirable:

• Educated to degree level or equivalent 

Special skills & knowledge

Essential

• Evidence of working in a similar role within a customer service environment
• Demonstrable people management experience leading a team to achieve KPIs and objectives
• Risk management approach to functioning of office premises
• Business continuity planning
• Experience of space planning and project co-ordinator
• Strong project management skills
• Procurement of office equipment and supplies
• Good presentation skills
• Strong administration and organisational skills
• Excellent written and spoken skills
• A good working knowledge of MS Office applications 

Desirable:

• Ability to use CAD software for space planning 

Aptitude/personality

Essential:

• Excellent communication and interpersonal skills
• Flexible and adaptable to changing situations
• Confident approach to work duties
• Self-motivated
• Meticulous and thorough

Other

Essential:

• Able to attend out of hours in case of building emergency
• Current driving licence

Issue 4 (01/2020)

Job

Organization

Rydon Maintenance has a fantastic opportunity for a Administrator to join our highly regarded Lifecycle and Cyclical Decorations team in Islington. Rydon Maintenance is an expanding division of the Rydon Group and is successfully providing facilities management services to a variety of clients, predominantly within the healthcare and housing association sectors.

The Rydon group operates throughout England, predominantly in London and the southern counties. Rydon has established a strong reputation for the quality within our new-build and maintenance sectors, creating and improving communities for the benefit of current and future generations. For over 40 years, we've recruited talented and innovative people to build and maintain homes, schools, hospitals, student accommodation and more. We combine a personal touch with outstanding technical expertise to deliver award-winning, quality facilities for local communities with a commitment from people who are passionate about what they do.

See our careers video for more information about working for Rydon: 

Based from our office in Islington you will be providing administrative support as part of our Lifecycle and Cyclical Decorations team. This team is responsible for providing ongoing planned maintenance for more than 9,000 residential properties to ensure that homes are maintained to the required standard. 

As part of this varied role, you will take responsibility for day to day administration to ensure the smooth running of our repairs contracts. This will involve aspects such as;

• General correspondence such as telephone and emails.
• Administration relating to the weekly scaffold inspections, ensuring that paperwork is kept up to date, requesting and storing photographs of the scaffolds to ensure compliance with necessary safety policies and procedures. 
• Entering and updating data in our in-house database system, recording latest repairs information and correspondence against the relevant record.
• Review and comment on 'completion packs' - this is an internal document that contains the necessary works orders and completion statements. The postholder will ensure that basic elements are completed and cross checked against systems, before then presenting these packs to a member of our technical team for final review. 
• Ensuring Health and Safety certificates are received in good time ahead of works commencing, and ensuring these are correctly recorded. This ensures that works are able to start on time, and also meet the necessary safety requirements. 
• Attending monthly H&S meetings and other meetings to take minutes for official record. 
• Liaising with staff in other departments and with external contacts, as and when required i.e. arranging property decants and accommodation.
• Providing administrative support to designated building surveyor.

This is a pivotal role within our busy and successful team and provides an excellent opportunity for personal growth and development. 

The ideal candidate will have previous administration experience. This experience will ideally have been gained with a maintenance contractor, providing planned or responsive maintenance, or for a housing association or local council within a housing related environment. You will have excellent communication skills, written and verbal and strong Microsoft Office skills including the use of Outlook, Word and Excel. Above all, this is a highly professional team and the ideal candidate will have an outgoing personality and ready for a great new challenge with Rydon. 

If you have this experience then we would strongly encourage you to apply. 

As a well established, progressive company we are committed to attracting and retaining individuals by offering an excellent benefits package that includes a wide range of core and voluntary benefits.

Rydon is an equal opportunities employer and promotes diversity in employment. Successful candidates will be selected solely on their ability to carry out the duties of the post.  

To apply online, please use the 'apply for this job link' at the top of this page.

Our application process is very straight forward allowing you to apply with a CV (from your Computer or Dropbox), LinkedIn, Facebook or Google+ and should take no more than a few short minutes. 

For details on our rewards, recognition and benefits pleaseclick here.

For more details on our culture and what it’s like to work at Rydon, pleaseclick here.

Further information on how to apply can be found byclicking here.