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
2. Ensure that all PPMs are automatically generated as per the scheduled regime and updated as needed
3. Assess and triage reactive work orders, ensuring they are correctly prioritised and have clear descriptions
4. Monitor job progress, and where necessary, update requestors on progress
5. Obtain approvals to replenish stock when notifications are received from Planon
6. Create and update contractor records in Planon
7. Troubleshoot Planon issues raised by end users, liaising with IT and the Planon governance team as appropriate.
8. Supported by FM, store new / changed asset data in Planon and the IMS (information management system), ensuring the data is complete and accurate.
9. Analyse / report on reactive and planned maintenance data, including creating new FM reports as required to analyse performance.
10. Liaise with the Planon system owner in raising potential improvements to the system
11. Support FM with creating asset QR codes from within Planon, for asset tagging
12. Notify the primary maintenance provider of any new asset details and updates to equipment warranties
13. People
14. Communicate effectively and develop positive relationships with key stakeholders
15. Work in collaboration with Value Retail colleagues, in particular with Planon admin team members at other villages
16. Constructively engage all stakeholders – VR employees and maintenance suppliers
17. Seek out opportunities for professional development
18. Continuous improvement
19. Produce metrics and reports for the FM team which provide operational insight and areas of focus for continuous improvement
20. Promote the use of the Planon system within FM and to FM’s customers within the village
21. Highlight, identify, assess and resolve problems that arise in order to mitigate risks
22. Contribute to strategic FM operational planning
23. Finance
24. Support FM with protecting assets, by maintaining PPM information, information relating to asset condition surveys, and the asset register in Planon
25. Assist in reporting that supports asset life cycle planning
26. Contribute to the development of the village’s long-term capital programme, through data held in Planon
27. Corporate governance, health & safety (H&S), and Environment, Social and Governance (ESG)
28. Evaluate the performance of PPMs and work orders relating to H&S and ESG
29. Assist with the regular review of the department’s risk assessments and method statements
30. Ensure all legal requirements and documents are up to date in Planon and highlight any issues