FM Operations Support - Midlands/East Anglia

Savills; Birmingham; On-site; GBP 28,000 - 48,000; Full time

Job summary

Savills is seeking a Senior Operations Support to provide operational and compliance support to the Midlands & East Anglia region. You will act as regional contact, ensuring data accuracy, process consistency and high-quality service to Facilities Managers and stakeholders.

The role reports into the Safety+ FM Senior Operations Support and involves coordinating with the FM Network, maintaining records, and supporting system admins across Vantify, Datastation, Proactis and CAFM platforms.

Qualifications

• Experience in administration and handling compliance or statutory documentation.
• Experience working with operational systems or databases.
• Proficient in Microsoft Word, Excel, PowerPoint, Access and Outlook.

Responsibilities

• Provide operational support and guidance to the Facilities Management team.
• Support FMs during periods of absence or high workload.
• Act as regional super-user for operational systems and resolve issues.
• Coordinate quarterly team meetings and manage agendas, attendees and minutes.
• Maintain user guidance notes and training materials.
• Validate data and assist national reporting initiatives.
• Support mobilisation of new instructions and properties.
• Assist monitoring of supplier performance and service levels.
• Produce regional operational reporting required.

Skills

Administration

Compliance knowledge

Operational systems

Data entry

MS Office

Communication

Tools

Vantify

Datastation

Proactis

CAFM platforms

Job description

Purpose of the Role

The Senior Operations Support role in the Midlands & East Anglia region provides operational and compliance support to the Facilities Management Network. The role acts as the regional operational contact support point, ensuring statutory compliance, data accuracy and consistency of processes across the region. The role reports into to the Safety+ FM Senior Operations Support, and needs to deliver a consistent, reliable and high-quality support service to their Facilities Managers, wider FM Ops Support Team and business stakeholders.

Key Responsibilities

Systems & Operations

• To work alongside the Facilities Management team in a support role, learning all the key aspects of the FM role.
• Provide operational support and guidance to the Facilities Management team
• Support FMs during periods of absence or high workload
• Act as regional super-user for operational systems (Vantify, Datastation, Proactis, CAFM platforms etc.) Understand the systems and how to resolve issues as and when they occur.
• Support implementation of new processes, templates and systems
• Coordinate quarterly team meetings, partnering with Senior Leads to manage agendas, logistics, presentations, attendees, travel, refreshments, meeting minutes, and post-meeting communications
• Maintain user guidance notes and training materials
• Support mobilisation of new instructions and properties
• Validate data and assist national reporting initiatives
• Assist monitoring of supplier performance and service levels
• Assist and monitor the completion of service charge budgets by the Facilities Management team, ensuring they are completed on time and report on stats quarterly.
• Update Facilities Management fees on Savills systems when service charge budgets are approved.
• Assisting with supplier debt and ensuring the relevant CO’s/PO’s are in place as and when required
• Raise purchase orders and contract orders where required
• Support FM in compiling Tenant Handbooks, Emergency Plans and statutory records
• Maintain accurate operational and compliance records
• Assist the Facilities Management team in monitoring service provider KPI’s - relaying or escalating any issues with Services Partners including KPI’S/SLA’s.
• Assist with setting up of new starters within the Facilities Management team to ensure that all equipment, access passes, systems access etc. is available upon commencing their role – Liasing with other Savills Departments where applicable
• Produce regional operational reporting required
• Assisting with any projects with the FM Network

Compliance

• Monitor and improve regional compliance performance across all FMs & sites
• Support FMs with health and safety & environmental audit readiness and action tracking
• Produce monthly regional compliance reporting
• Review and input compliance documentation and ensure actions are closed
• Escalate compliance risks or operational concerns appropriately
• Ensure all statutory documentation is in place and maintained, requesting documentation where necessary.
• Monitor and update client H&S portals
• Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits Ensuring that the Facilities Manager and Surveyor approves beforehand where required
• Assisting in updating/ closing actions from compliance documentation and Health & Safety Audits.
• Spend time with key Property Management departments to understand the corporate supply chain process, the management agreement and services offered, our key policies and procedures, legislation relating to handling client monies and the roles undertaken in Client Accounting, Credit Control and Treasury to be able to better support the business
• Present, on a monthly basis to the Head of Region/ Senior Ops Support, in regards to Compliance scores for the region

Skills, Knowledge And Experience

Other ad hoc duties as and when required.

Essential

• Experience in administration
• Experience working with compliance or statutory documentation
• Experience working with operational systems or databases
• Data input experience
• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• Experience of dealing with senior level staff confidently with excellent verbal and written communication

Desirable

• Broad knowledge of office administration within a facilities management/property management environment.
• Experience and knowledge of helpdesk systems and procedures.
• Experience working within a Facilities Management team.
• Understanding of Health & Safety Legislation.

Competencies

• Excellent verbal and written communication skills
• Proactive and solution-focused
• Takes ownership & accountability
• Brings a positive & can‑do approach to the role, supporting the team and improving processes
• Approaches challenges with curiosity and a solutions‑focused mindset
• Builds trusted working relationships across teams
• Leads by example and promotes collaboration
• Supports a culture of continuous improvement
• Processes information and data entry with precision and care, ensuring data integrity across all systems.
• Demonstrates integrity and discretion when handling sensitive or confidential matters
• Comfortable challenging constructively and influencing others
• Calm and resilient under pressure
• Reliable, consistent and dependable
• Willingness and ability to learn on the job, keen to undertake training and career development

Working Hours - 37.5 hours Monday- Friday