Assistant Facilities Management

Assistant Facilities Management - Data & Systems
- Wertheim, DE, 97877- Full Time- Job title**:Assistant Facility Manager - System & Data (M/F/d)**
- Based at**:Wertheim** **Village**

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- 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**
- **FM operations**
- Ensure that all PPMs are automatically generated as per the scheduled regime and updated as needed
- Assess and triage reactive work orders, ensuring they are correctly prioritised and have clear descriptions
- Monitor job progress, and where necessary, update requestors on progress
- Obtain approvals to replenish stock when notifications are received from Planon
- Create and update contractor records in Planon
- Troubleshoot Planon issues raised by end users, liaising with IT and the Planon governance team as appropriate.
- Supported by FM, store new / changed asset data in Planon and the IMS (information management system), ensuring the data is complete and accurate_._
- Analyse / report on reactive and planned maintenance data, including creating new FM reports as required to analyse performance.
- Liaise with the Planon system owner in raising potential improvements to the system
- Support FM with creating asset QR codes from within Planon, for asset tagging
- Notify the primary maintenance provider of any new asset details and updates to equipment warranties
- **People**
- Communicate effectively and develop positive relationships with key stakeholders
- Work in collaboration with Value Retail colleagues, in particular with Planon admin team members at other villages
- Constructively engage all stakeholders - VR employees and maintenance suppliers
- Seek out opportunities for professional development
- **Continuous improvement**
- Produce metrics and reports for the FM team which provide operational insight and areas of focus for continuous improvement
- Promote the use of the Planon system within FM and to FM’s customers within the village
- Highlight, identify, assess and resolve problems that arise in order to mitigate risks
- Contribute to strategic FM operational planning
- **Finance**
- Support FM with protecting assets, by maintaining PPM information, information relating to asset condition surveys, and the asset register in Planon
- Assist in reporting that supports asset life cycle planning
- Contribute to the development of the village’s long-term capital programme, through data held in Planon
- **Corporate governance, health & safety (H&S), and Environment, Social and Governance (ESG)**
- Evaluate the performance of PPMs and work orders relating to H&S and ESG
- Assist with the regular review of the department’s risk assessments and method statements
- Ensure all legal requirements and documents are up to date in Planon and highlight any issues
- Report on agreed compliance standards
- Monitor and report on sustainability metrics including performance against targets
- Promote H&S through system development and management of contractors
- **Adopt a ‘Four Pillars’ approach ensuring coordinated delivery of services**
- Drive continuous improvement and promote delivery of the Four Pillars (Retail, Real Estate, Hospitality and Creation of Experience)
- Collaborate with other departments / colleagues to ensure services are delivered efficiently and in a timely manner

**BACKGROUND & SKILLS**
- Essential- At least 12-24 month’s experience in a facilities management / real estate environment
- Good knowledge of assets (buildings / equipment) typical of a retail environment
- Appreciation of safe systems of work / control measures
- Strong attention to detail
- Excellent interpersonal skills
- Proactive, with the ability to set own work agenda
- Very good in English and German, both written and spoken
- Desirable- Holds a recognised Health and Safety qualification / certification
- Experience of working in the luxury hospitality, commercial or retail environment
- Experience of operating / maintaining Planon or similar FM system