Purpose of the Role
The purpose of the role is to support the centre in the day-to-day coordination of Health and Safety and Fire compliance matters. This will include managing the CAFM and Data station systems on site. You will maintain positive relationships and provide guidance, advice and support to the centre team, tenants and contractors at all times. You will assist all departments in ensuring that we achieve our legal and company requirements with regards to compliance.
Key Responsibilities
Managing helpdesk requests throughout the day.
Log and assign breakdown tasks reported on the helpdesk to an engineer within a timely manner.
Liaising with the Maintenance Manager and engineers for overdue tasks and find resolutions to these.
Managing compliance systems including CAFM and Data station.
Ensuring the centre complies with the centre compliance objectives and Savills KPI’s.
Managing the PPMs for the site including, assigning PPMs to the relevant engineers/contractors, reviewing PPM dates to ensure the paperwork dates align on the CAFM system, adding PPM’s, removing/ suspending PPM’s/ assets on the CAFM system.
Prepare and present the compliance report to senior members of the management team every 2 weeks.
Maintaining strong relationships and liaising closely with Contactors to ensure all call outs are managed efficiently.
Preparing for and assisting with audits from external bodies such as but not limited to William Martin Compliance and M&E.
Review onsite assets and keeping them up to date on the CAFM and Data station systems.
Oversee all documents on Data station and CAFM to ensure the Centre’s compliance remains at 100%.
Liaise with the Technical Services team regarding assigned tasks including but not limited to PPM’s and update CAFM accordingly. Query rejected tasks and arrange for the relevant actions to resolve the issue.
Liaise with the Technical Services Manager and relevant contractors to ensure all centre equipment and machinery including but not limited to the centre lifts/escalators are operational and updates are logged onto Data Station and CAFM.
Monitor contractor risk assessments and method statements and review any other applicable documentation including Gas Safe, IPAF/PASMA certification etc.
Ensure all faults raised by the centre teams are reported and resolved in a timely manner. Any faults raised by retailers are communicated with the relevant parties for repairs.
To assist with delivering and adapting Health and Safety training for centre teams, included but not limited to fire extinguisher training, evac chair training, Health and Safety inductions in the absence of the Communications and Compliance Officer.
Managing the Health & Safety training matrix with the assistance of the Compliance Administrator to ensure all centre staff have completed the relevant training and the matrix is up to date.
Liaise with the Compliance and Communications Officer regarding retailer issues raised via the helpdesk when necessary.
To take a pro-active approach to Health & Safety and assist employees and tenants to help ensure a safe and healthy workplace.
Liaise with centre teams, external contractors and key senior members of the management team to advise on Health and Safety matters including fire and all elements of events including but not limited to Marketing and Commercialisation events and kiosk installs.
Work closely with the H&S Officer to arrange and communicate annual and quarterly duct and grease extract inspections for applicable tenants. Liaise with the Compliance and Communications Officer to distribute and action.
Complete monthly and quarterly inspections in the form of the Centre monthly checklist and quarterly Waterfront checklist. Log all areas of concern found and assign on the CAFM system for repair with the assistance of the Compliance Administrator. Review any outstanding actions from previous reports to see if they are completed.
Liaise with the Project Manager to ensure pre start meetings are attended when required.
Assist the Project Manager with the shop fit process and landlord works where required, including but not limited to overseeing skip locations, managing Asbestos records and organising Asbestos Surveys.
To support the Project Manager with site inspections, mid install and pre opening inspections on shop fits and or landlord works when required. Hand over any snagging to the Compliance and Communications Officer to monitor.
To assist with the implementation of Health and Safety Policy and procedures and to develop and maintain health and safety documentation, advising departmental managers and staff of Fire safety Health and safety responsibilities.
Support and provide guidance to tenants, customers and contractors at all times.
Support the Centre Manager with wellbeing and mental health for employees and building relationships with local charities.
Skills, Knowledge and Experience
Good working knowledge of Health and Safety
Two years’ experience in a customer/contractor facing environment
Strong communication skills, both written and verbal
Working knowledge of excel and word
Flexible approach and sense of teamwork
Good analytical skills
Working Hours - Mon – Fri 8.00am – 4.30pm
Salary - £26,000 - £28,000
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Please see our Benefits Booklet for more information.