Assistant Facilities Management - Data & Systems

Job title:                         Assistant Facility Manager - System & Data (m/f/d)

Based at:                       Wertheim Village

POSITION SUMMARY

The Assistant Facility Manager - Data &Systems (m/f/d) initial focus will be working with the asset management team to setup a new FM system, Planon, for the Village. The system will be configured to include key asset data (outside spaces, buildings and equipment), which includes the asset register, O&M manuals, PPM instructions and FM processes and policies. The following responsibilities summarise the operational aspects of the role.

KEY RESPONSIBILITIES

1. FM operations

• Ensure that all PPMs are automatically generated as per the scheduled regime and updated as needed
• Assess and triage reactive work orders, ensuring they are correctly prioritised and have clear descriptions
• Monitor job progress, and where necessary, update requestors on progress
• Obtain approvals to replenish stock when notifications are received from Planon
• Create and update contractor records in Planon
• Troubleshoot Planon issues raised by end users, liaising with IT and the Planon governance team as appropriate.
• Supported by FM, store new / changed asset data in Planon and the IMS (information management system), ensuring the data is complete and accurate.
• Analyse / report on reactive and planned maintenance data, including creating new FM reports as required to analyse performance.
• Liaise with the Planon system owner in raising potential improvements to the system

• Support FM with creating asset QR codes from within Planon, for asset tagging
• Notify the primary maintenance provider of any new asset details and updates to equipment warranties

2. People

• Communicate effectively and develop positive relationships with key stakeholders
• Work in collaboration with Value Retail colleagues, in particular with Planon admin team members at other villages
• Constructively engage all stakeholders – VR employees and maintenance suppliers

• Seek out opportunities for professional development

3. Continuous improvement

• Produce metrics and reports for the FM team which provide operational insight and areas of focus for continuous improvement
• Promote the use of the Planon system within FM and to FM’s customers within the village
• Highlight, identify, assess and resolve problems that arise in order to mitigate risks
• Contribute to strategic FM operational planning

4. Finance

• Support FM with protecting assets, by maintaining PPM information, information relating to asset condition surveys, and the asset register in Planon
• Assist in reporting that supports asset life cycle planning
• Contribute to the development of the village’s long-term capital programme, through data held in Planon

5. Corporate governance, health & safety (H&S), and Environment, Social and Governance (ESG)

• Evaluate the performance of PPMs and work orders relating to H&S and ESG
• Assist with the regular review of the department’s risk assessments and method statements
• Ensure all legal requirements and documents are up to date in Planon and highlight any issues
• Report on agreed compliance standards
• Monitor and report on sustainability metrics including performance against targets
• Promote H&S through system development and management of contractors

6. Adopt a ‘Four Pillars’ approach ensuring coordinated delivery of services

• Drive continuous improvement and promote delivery of the Four Pillars (Retail, Real Estate, Hospitality and Creation of Experience)
• Collaborate with other departments / colleagues to ensure services are delivered efficiently and in a timely manner

BACKGROUND & SKILLS

Essential

• At least 12-24 month’s experience in a facilities management / real estate environment
• Good knowledge of assets (buildings / equipment) typical of a retail environment
• Appreciation of safe systems of work / control measures
• Strong attention to detail
• Excellent interpersonal skills
• Proactive, with the ability to set own work agenda
• Very good in English and German, both written and spoken

Desirable

• Holds a recognised Health and Safety qualification / certification
• Experience of working in the luxury hospitality, commercial or retail environment
• Experience of operating / maintaining Planon or similar FM system