Overview

Salary: £9.70 – £10.20

Shift hours: Part Time

  • Responsibility for completion of all Sodexo administration tasks required to provide Service delivery to BAE Systems Hillend, as listed in the Local Operating Procedures.
  • Responsible for effectively managing the administration to include quality and compliance of all services provided across designated area, interfacing with Service Leads, Account Management and Client to ensure all service standards are met or exceeded.
  • Work in partnership with Workplace Services, Real Estate Solutions, Maritime and Air to ensure value adding services are delivered to BAE Client Organisations.
  • Ensure a safe, compliant environment for our teams and customers by ensuring processes are followed and gaps identified and escalated to resolution.
  • To be single point of contact with Site Level Clients in the absence of FM Ops Manager for all queries relating to service delivery and development of the service offer.
  • To control and monitor financial performance of designated area, in line with pre-determined aligned budgets.
  • Manage all wage related administration ensuring a high level of accuracy
  • To establish and maintain relationships with individuals at all levels within the business and the client organisation
  • Assist the team across all service disciplines including Catering, Cleaning, Hard Services, Horticulture, Mail & Post, Minor Work and Projects.
  • Career development opportunity – Regional Level
  • Effective Ownership to manage all administration tasks considering quality and compliance of all services provided across designated area.
  • To interface with Service Leads, Operational Managers and Clients to ensure all service standards are met or exceeded.
  • Ensure that all Safety, Compliance and Quality processes are followed, and gaps identified and escalated to resolution.
  • Supporting Client Energy Management Targets and Strategies
  • Ensuring the provision of suitable Business Continuity measures
  • To be a key part of the site incident response process, ensuring that relevant administration is kept up to date and Sodexo staff training is recorded as part of the process
  • In the absence of the FM Ops be single point of contact with Site Level Clients for all queries relating to service delivery and development of the service offer.
  • Identify and progress growth opportunities in line with Account Strategy and to support Client Business needs.
  • To control and monitor financial performance of designated area, in line with pre-determined aligned budgets.
  • To ensure the integration of M&E and Soft Services to provide a high level of customer satisfaction
  • To establish and maintain relationships with individuals at all levels within the business and the client organisation
  • Responsibility for developing and maintaining strong working relationships with our Customers, identifying and initiating innovative service delivery excellence methods which are in line with our customer’s wider business objectives
  • Assist the effective budget management and financial planning/forecasting of the site(s).
  • To provide direct reporting to clients on the financial performance of their site(s) including budget management, recharges, variation Orders, etc
  • Creating Variation orders and submitting them to client for approval, then updating the Variation order tracker
  • To manage the site CAFM system (Global Maximo) to ensure it up to date at all times, Quotation work orders are closed off in a timely manner, log notes are added to work orders detailing updates and reports are available for the engineering team.
  • To coordinate the SAP system, raising of Purchase orders, goods receipting of delivery notes, liaising with suppliers regarding quotations and delivery of products etc,
  • To keep the electronic and paper filing system up to date and compliant at all times
  • Reporting of accidents, incidents and near miss activities on Sodexo and client systems
  • Chasing Certification for work undertaken by contractors in respect of statutory compliant work such as health and safety, safe working practices, hygiene, cleanliness, fire and COSHH.
  • Minute taking at client and Sodexo meetings, as and when required
  • Any Administrative duties required to assist in the smooth running of the business
  • Demonstrate experience of working in a similar role within the service industry at a comparable level in
  • a company
  • Good Commercial and communication skills, must be able to demonstrate effective verbal and written
  • communication
  • Management knowledge of health & safety and food safety
  • Able to work on own initiative within a team environment
  • Able to demonstrate working knowledge of MS Office (Word, Excel, Outlook and Teams)
  • Proven experience in an integrated facilities administration role covering Hard, Soft and Catering
  • Services
  • Able to demonstrate attention to detail and adherence to standards
  • Analyse problems analytically, develop opportunities and implement innovative solutions

Reference: SDX/TP/790278/70299

Location: DUNFERMLINE, Scotland