Hub Assistant Part-Time - Harlequin Watford Business Operations Harlequin Watford

Purpose of the Role

Support the business with the delivery of administration and compliance on site.

Key Responsibilities

• Compliance / help desk
• Contractors management - reception for all site contractors, checking documentation and ensure all are compliant to site rules and regulations.
• Manage Re-Active Tasks (Daily)
  • Manage incoming requests for remedial works from wider team
  • Assign task liaising with Maintenance Manager
  • Load to CAFM as re-active task and assign to Tech Team with correct timescales
  • Review weekly to ensure tasks are completed, liaise with Maintenance Manager.
  • Run SLA Reports performance
• Manage Follow Up Tasks (Weekly)
  • Follow up tasks are created by the Tech Team following PPMs works
  • Create report of all active follow up tasks twice a week and issue to Maintenance Manager
  • Ensure that all tasks are assigned / actioned with notes
  • Review assigned follow up tasks to ensure they are completed liaising with Maintenance Manager
• Assign Site Team PPMs (Monthly)
  • Upload all active PPMs from CAFM using agreed template
  • Issue to MM & TSM for assigning
  • Assign on CAFM
  • Issue report to MM & TSM following assigning
• Lift & Escalator Reports
  • Log all call out and maintenance visits onto CAFM from the E-Doc sent from Kone
  • Summarise maintenance visits on spreadsheet to track performance
  • Issue to TSM on a monthly basis
• Chasing Actions (Weekly)
  • Run report of outstanding actions from DataStation and send out to team
• Monthly Checklist
  • Create Monthly Checklist on DataStation
  • Using template issue to relevant team leaders
  • Collate responses
  • Complete online Monthly Checklist publish, print and distribute to wider team
• General Administration:
  • Key management
  • Uniform Management
  • Locker Management
  • Any other administrative task required

Skills, Knowledge and Experience Skills:

• Polite, professional, articulate, outgoing and a confident communicator (both written and verbal).
• A high level of interpersonal skills and a willingness to work as part of a team collaborating with both the local team and relevant head office departments.
• Ability to prioritise workload and meet the daily demands of the team either working alone or as part of a team.
• Computer literate in Microsoft Office applications, skills in Excel, Word and PowerPoint are of importance.
• Adaptable and flexible whilst working in a busy multi-skilled office environment.
• Excellent attention to detail and presentation.
• Understanding the need for confidentiality when dealing with both internal and external information.

Qualifications and experience: Essential:

• Previous experience of working in an administrative role
• Computer literate in Microsoft Office applications, skills in Excel, Word and PowerPoint are of importance.
• Experience in working with H&S safety documentation - RIDDOR, RAMS etc.
• Experience with a facility management system

Desirable:

• Knowledge of financial systems and budget management
• Knowledge of building regulations

Working Hours - Part-time Friday 06:00 - 16:00 & Saturday 06:00 - 16:00

Salary - £13.89p/h

Please see our Benefits Booklet for more information.