Facilities Operations Administrator

OCS UK & 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 commitment to doing business the right way is rooted in our TRUE values - 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 & 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.

Front End FM Administration

• Review 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 actions
• Ensure that all Supplies/ Contractors have valid insurance documentation uploaded in Service Channel (point of contacts, fixxbooks)
• Arrange Quarterly business reviews for your Supplier/ Contractor group
• Assist the Facilities Managers in the generation of FAF’s for capital expenditure projects
• Co-ordinate works between stores and contractors as appropriate
• Work with the PPM team to plan remedial works with store teams following regular PPM visits
• Review 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 standard
• Work with the administration team to ensure that the Store FM Portal database is maintained, ensuring that all store, user and contractor data is accurate
• Work 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 approval
• Ensure that all updates to the database are executed accurately and in a timely manner

  Store FM Portal & Operational Administration

• Support the Estates and Acquisition team with generation of FAF’s in preparation for the monthly REC meetings
• Support the Estates team with raising of PO’s for professional fees
• Support the Facilities Managers with travel, meeting arrangements and record keeping

  Shared FM Administration

• Support 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 budget
• Assist the Facilities Managers in the collation of data to support the Capital Works Programme
• Take on ‘ad-hoc’ projects as and when requested
• Support initiatives and changes to the Store FM Portal
• Support to execute the roll out of Service Channel
• Ensure 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 applications
• Monitor 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 manner