Overview

OCS UK and Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering. Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our TRUE values are Trust, Respect, Unity, and Empowerment.This role is a Fixed term contract for 6 to 9 months depending on business requirements. The days per week are Mon-Fri 09:0-17:30. To provide administrative support for the UK and Ireland Facilities Management team, through the management and continuous improvement of the Store Facilities and Maintenance Portal. Ensuring that all expenditure is accurately recorded via the Service Channel platform and that all administrative tasks and records are maintained accurately and in line with Company Policy. Additionally, to support the wider Estates team as necessary.Key responsibilities

Front End FM AdministrationReview KPI performance for your Supplier/ Contractor group on a quarterly basis, prepare the report for presentation to the Contractor Manager, along with any recommendations/ remedial actionsEnsure that all Supplies/ Contractors have valid insurance documentation uploaded in Service Channel (point of contacts, fixxbooks)Arrange Quarterly business reviews for your Supplier/ Contractor groupAssist the Facilities Managers in the generation of FAF’s for capital expenditure projectsCo-ordinate works between stores and contractors as appropriateWork with the PPM team to plan remedial works with store teams following regular PPM visitsReview Service Channel work orders by Supplier/ Contractor on a regular basis and in line with agreed billing and invoicing timetables, to ensure that all works invoiced have been completed to a satisfactory standardWork with the administration team to ensure that the Store FM Portal database is maintained, ensuring that all store, user and contractor data is accurateWork with the administration team to review the performance and work flow of Store FM Portal. Present back any key updates and changes to the Facilities Operations Manager for approvalEnsure that all updates to the database are executed accurately and in a timely manner Store FM Portal and Operational AdministrationSupport the Estates and Acquisition team with generation of FAF’s in preparation for the monthly REC meetingsSupport the Estates team with raising of PO’s for professional feesSupport the Facilities Managers with travel, meeting arrangements and record keeping Shared FM AdministrationSupport the FM’s with insurance claims, working with Risk and Finance to ensure that all monies are reclaimed where appropriate, and that they are returned to the overall FM budgetAssist the Facilities Managers in the collation of data to support the Capital Works ProgrammeTake on ‘ad-hoc’ projects as and when requestedSupport initiatives and changes to the Store FM PortalSupport to execute the roll out of Service ChannelEnsure full business cover at all times and that all administration tasks are appropriate, bring value to the business and are within TJX approved operational guidelines, including the raising and tracking of all FM PO’s and Capex applicationsMonitor the daily store cleaning operations, ensuring that all reported issues via the Store FM Portal are dealt with by the service providers in a timely mannerQualifications

Computer literate with Excel intermediate/advancedExperience of managing internal processesManaging the Purchase Order process and managing invoices on holdHow to Apply

If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest! You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available.We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.Seniority level

Entry levelEmployment type

Full-timeJob function

Management and ManufacturingIndustries

Facilities ServicesReferrals increase your chances of interviewing at OCS by 2xWe are not including the follow-on location/date postings in this refined description to keep focus on the role.

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