Facilities Assistant - Marylebone

Job Title:

Facilities Assistant Department:
Property & Asset Management Sub-Department/Team:
Facilities Management

Location:

Marylebone, London

Reports to:

Facilities Manager

About the Company:

The Howard de Walden Estate (HdWE) owns one of London’s largest and most prestigious estateswhich it manages on behalf of the Howard de Walden family. The Estate owns, manages, and leasesapproximately 850 properties within 95 acres of Marylebone and is highly diversified spanning fivesectors: healthcare, offices, residential, retail and education.

About the role:

To provide proactive administrative support to the Facilities Management (FM) team, ensuring high levels of organisation and efficiency across all activities. The Facilities Assistant will support the delivery of facilities management services to best practice standards, ensuring compliance with currentregulations and legislation across the Estate. They will assist in maintaining high standards of property management and maintenance, working in a structured and organised manner.

Under guidance, theywill work closely with the Property & Asset Management department to support the needs of bothoccupiers and the wider Estate.

What you will do:

• Support the FM team in the on-site management of buildings in accordance with HdWE policies,processes, and procedures. Assist in identifying gaps in processes and contribute to improvements to ensure best practices.
• Assist in managing properties within the Estate throughout their lifecycle, prioritising safety,compliance, maintenance, and improvements to create a secure and functional environment for the business, colleagues, tenants, and other stakeholders.
• Help maintain and monitor key operational documents, including O&M manuals, warranties, PPMschedules, and asset registers, ensuring that maintenance is carried out to the required standards.
• Assist, where required, in liaising with occupiers and act as a point of contact for assistance and guidance regarding the day-to-day physical operation of the building(s), supporting the widerbusiness in any occupier-related matters.
• Provide administrative support to the FM team, including preparing company credit card reports,planning and coordinating meetings, raising instructions through Dynamics 365 (D365), and performing related administrative tasks
• Support the FM team in responding to emergencies, including working within HdWE’s out-of-hourscover and escalation process. Ensure adherence to incident reporting protocols.
• Assist in the financial management of the Estate by supporting the preparation and reconciliation of service charge budgets, tracking expenditure, and processing invoices.
• Maintain a strong commitment to health and safety, working closely with the Health and Safety department to ensure compliance with statutory regulations, audits, and inspections. Use D365 toassist in completing actions raised.
• Develop an understanding of lease agreements as they affect the facilities management of the property.
• Collaborate with the Sustainability department to support HdWE's environmental, social, and governance objectives, and assist in sustainability initiatives.
• Assist the FM team in managing service providers across the Estate, ensuring professional service delivery and best value. Support contractor performance monitoring, attend meetings, produceD
  365 reports, and help address performance issues.
• Assist with the quotation process and minor works, ensuring value for money. Obtain necessaryapprovals from FMs, Property, or Asset Managers before work is instructed. Ensure work is completed safely, on time, and to the required standard.
• Conduct site visits and property inspections as needed, raising and tracking any identified issuesthrough the app to ensure their timely resolution.
• Assist with the supervision of the in-house operational team, comprising Maintenance Technicians,FOH receptionists, and Cleaners, supporting scheduling, training, and operational requirements asneeded.
• Gain proficiency in HdWE systems, including MRI, D365, and M-Files, using reporting functionseffectively. Provide administrative support to the FM team through these systems.
• Collaborate with all HdWE departments to…