Facilities Associate, Emea - London, United Kingdom - Ontario Teachers' Pension Plan

Ontario Teachers' Pension Plan
Ontario Teachers' Pension Plan
Verified Company
London, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description
Key work outputs and accountabilities

Provide real estate operations support for OTPP International offices; directly in London with remote support for EMEA and APAC:

  • Manage diverse office vendor relationships for office maintenance and health & safety (i.e. art, secured shredding, cleaners, plant providers, furniture, appliaces, security equipment, etc.)
  • Maintain regular maintenance calendar. Plan, organize/coordinate and evaluate the repair and maintenance of scheduled and ad-hoc maintenance requests (i.e. replacing light bulbs, repairing furniture and equipment, etc.)
  • Support REO with operations maintenance, projects and new initiatives.
  • Coordinate physical access for vendors following regional-specific OTPP access protocols.
  • Coordinate landlord requests & activities and keeps employees informed and management up to date.
  • Ensure management is informed of significant issues regarding operation issues, customer complaints, etc.
  • Act as first point of contact for REO, for facility related emergencies (i.e., water leak, power outage, alarm notifications) and escalate to management for support, as required.
  • London, UK specific responsibilities_
  • Liaise with building maintenance, vendors and contractors for general maintenance; act as firstpoint of contact for tenant parking and vehicle registrations
  • Responsible for regular inspections to ensure that OTPP space is maintained, and quality standards are met.
  • Assist with office moves and workstation reconfigurations. Support P&C with workplace accommodations, health and safety and building evacuation programs.
  • Responsible for daily maintenance of all meeting room, kitchen areas, and client & backofhouse amenity spaces. Ensure office facilities are prepared and optimized for special, internal and external events, including board meetings. Ensure meeting room tools are stocked, area is clean & tidy, all furniture & equipment is fully operational. Occasional reconfiguration of boardroom and meeting tables is required.

Administrative Services:

  • Proactively ensure all requests are addressed promptly
  • Maintain the Service Now database to ensure all requests are addressed within team SLA's timeline. Proactively identify patterns or repeat issues to ensure they do not recur.
  • Assist with customer inquiries and/or requests.
  • Provide reception coverage/support during high traffic periods and when Receptionist is off the desk, as required

Other duties:

  • Other duties as required
Management accountability- Support the reconciliation of REO expense budgets & invoices be alert for opportunities to upgrade service and lower cost of maintaining the international offices

Decision making- Must be able to respond to escalate after-hours emergencies independently, using sound logic and judgement- Support management by proactively proposing recommendations and solutions for process improvement and efficiencies

LI-OTPP

Essential qualifications, knowledge and experience


Qualifications:


  • Exemplify strong organizational skills and attention to detail.
  • Possess a strong client service and positive attitude; working as part of a regionally dispersed team
  • Have 3+ years facilities and/or office administration experience and able to demonstrate a full range of real estate operations experience
  • Strong Microsoft Office Suite skills (Excel, PowerPoint, etc.)
  • Excellent written and verbal communication skills to present information, issues and ideas in a concise and clear way
  • Ability to work independently with mínimal supervision; with excellent judgement when escalation is required
  • Ability to build relationships with internal and external stakeholders across all divisions
  • Ability to multitask in a fastpaced environment
Knowledge- First Aid Certification would be an asset- Facilities Management designation would be an asset

Experience- Project Management experience would be an asset- Demonstrated experience to support regional offices and/or clients, remotely


What we're offering- Pay for performance environment that offers competitive salary and incentives- Numerous opportunities for professional growth and development- Comprehensive employer paid benefits coverage- Competitive time off- Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year- Degreed: a digital platform that helps you quickly and easily discover, share, and track ALL kinds of learning resources — from courses to videos to articles and more.

At Ontario Teachers', diversity is one of our core strengths.

We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience.

Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring.

We are building an inclusive and equitable workplace
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