Facilities Management Assistant

The Riverside Group; Liverpool; On-site; GBP 24,000 - 27,000; Full time

Job summary

An established industry player seeks a Facilities Management Assistant to provide essential front-of-house support while ensuring effective facilities management services. This role involves administrative duties, compliance management, and liaising with contractors, making it ideal for someone passionate about customer service and operational efficiency. Join a dynamic team that values diversity and inclusion, and contribute to enhancing community living through effective facilities management. With competitive pay, generous holidays, and opportunities for personal development, this position offers a rewarding career path.

Benefits

Competitive pay & generous pension

28 days holidays plus bank holidays

Flexible working options

Investment in learning and personal development

A wide range of benefits

Qualifications

• Experience in a busy customer-facing Facilities Management environment.
• Proficient in Microsoft 365, including Excel, Outlook, Teams, and Word.

Responsibilities

• Provide front of house reception support and administrative tasks.
• Manage incoming post and maintain Facilities Management records.
• Ensure compliance with health and safety requirements.

Skills

Customer Service

Health and Safety Knowledge

Communication Skills

Attention to Detail

Results Focused

Tools

Microsoft 365

Job description

Contract Type: Permanent

Salary: £24,356.75 Per Annum (£26,757.49 is achieved after 12 months successful performance in the role)

Working Hours: 35 hours per week

Working Pattern: Monday - Friday

Location: Liverpool

If you share our values and are excited about making a significant impact at Riverside, please ensure you attach a current CV and covering letter. At Riverside we recruit to potential not just on skills and experience, so we encourage you to apply even if you don't meet all the essential criteria on the job description.

The difference you will make as a Facilities Management Assistant

Based at our Speke office, the role of Facilities Management Assistant (FMA) will provide front of house reception support, as well as working with the Contract and Facilities Officer in delivering an effective and efficient facilities and property management service. The FMA will take responsibility for a wide range of duties in relation to reception, administrative tasks, compliance requirements, liaising with internal colleagues and ensuring an efficient and professional Facilities Management service is delivered. The FMA will also be required to visit other offices in the Liverpool area (mainly Walton office) to provide on-site support on a weekly basis.

About you

• Experience of working within a busy customer-facing Facilities Management environment.
• Knowledge of Health and Safety principles.
• Experience of working with contractors within Facilities Management or the built environment.
• Proficient use of Microsoft 365, including Excel, Outlook, Teams and Word.
• Use of own car and ability to travel to other offices within the Liverpool area.

Why Riverside?

At Riverside, we’re a housing association with a difference – enhancing the everyday for all our customers. For 90 years, we’ve been revitalising neighbourhoods and supporting communities by providing the homes they need to live full, fulfilling and rewarding lives. We have a portfolio of over 75,000 affordable residential and retirement homes across the UK. Our work ranges from homelessness services to social care, employment support to retirement living, and we need the best people on board to help us.

• Competitive pay & generous pension
• 28 days holidays plus bank holidays
• Flexible working options available
• Investment in your learning, personal development and technology
• A wide range of benefits

Diversity and Inclusion at Riverside:

We are inclusive. At Riverside, we value diversity in all its forms. We foster a workplace where all individuals are respected, empowered, and heard. Our commitment to inclusivity drives our success and enriches the lives of our customers and colleagues. Riverside is a Disability Confident Employer and operates a Guaranteed Interview Scheme for any applicant who declares they have a disability. If the applicant meets the minimum requirements for the role, they will be guaranteed an interview.

Role Profile

• Carry out the full range of administrative duties to support the Contract and Facilities Officer in relation to the management of all contracted services, including specialist contracts.
• Be a first point of contact with internal colleagues and external contractors who have Facilities queries and are visiting our offices in the Liverpool area.
• Provide clear, supportive and accurate advice to colleagues in relation to Facilities Management procedures, escalating issues and complaints as appropriate to ensure effective resolution.
• Open and process all incoming and redirected post, including scanning of any post as required.
• Working on the main reception desk dealing with general queries that arise and visitors to site, including issuing of visitor badges and new ID badges for colleagues.
• Maintain Facilities Management records as required, including health and safety documentation, first aiders, fire marshals etc. to ensure the retention of accurate data, and compliance with associated regulations and Policies.
• Support the Contract & Facilities Officer and Manager with general administration duties such as raising purchase orders.
• Work in an advisory and supporting capacity to enable process improvement with Facilities Management.
• Develop effective relationships with internal and external stakeholders as appropriate, to resolve issues and queries, escalating for line management intervention as required.
• Ensure adherence to internal business processes to effectively support the Facilities Management function.
• Contribute to the continuous improvement of processes and procedures.
• Respond flexibly to any necessary changes in work priorities and undertake other duties when required to support the effective operation of the service, including occasional out of hours attendance when required.
• Ensure that all data protection requirements are met in accordance with the Group’s policy, procedures and statutory requirements.
• Ensure that health and safety requirements are met in accordance with the Group’s policy, procedures and statutory requirements.
• Manage the local access control and ID Badge systems in accordance with FM Policy and procedures.

Person specification

Knowledge, Skills, and Experience

Essential

• Experience of working within a busy customer-facing Facilities Management environment.
• Knowledge of Health and Safety principles.
• Experience of working with contractors within Facilities Management or the built environment.
• Proficient use of Microsoft 365, including Excel, Outlook, Teams, and Word.
• Use of own car and ability to travel to other offices within the Liverpool area.
• Customer focused with excellent communication skills, both verbal and written, showing the ability to meet the needs of a varied customer base.
• Results focused with the ability to take ownership of tasks.
• Excellent attention to detail with the ability to work under pressure, deliver to strict deadlines and manage conflicting priorities.
• Team player who can work flexibly to meet business requirements.

Desirable

• Previous experience of working in a Housing Association or busy office environment.