Estates Data Support & Service Assistant

Job Title: Estates Data Support & Service Assistant Location : Location: UK-Bristol Overview:

Estates Data Support & Service Assistant

• Location flexible within the UK (Mainly remote working)
• 37.5 hours per week
• 4 months' Fixed term contract
• £28,000

Overview

Yugo is the first truly global leader in student accommodation. With nearly twenty-five years’ experience in creating and driving the sector, we are the authority in understanding the opportunities presented by continual expansion of international higher education. Our strategy is to use our history, expertise and knowledge to deliver the best and most culturally appropriate student living experience in every local market. Our values shape everything we do: Bold, True, Real and Open.    

Our people are talented, innovative individuals from all backgrounds and industries, and are dedicated to delivering excellent service to customers. We are committed to the personal development and training of our teams.

Key Objectives

• To support the delivery of best practice and statutory compliant buildings
• To support the delivery of an efficient, cost effective and customer focused maintenance service
• To build strong working relationships with city based operational teams
• To promote a Health and Safety culture across all areas of maintenance, ensuring that every individual knows what is expected of them to conduct their operations safely
• To support a culture shift from reactive to planned interventions that will balance annual activity and smooth resourcing requirements

Key Responsibilities

• Act as assistant to the CAFM System superuser Administration for all sites worldwide (except USA) and act as secondary system administrator, for the CAFM system set-up, data management and reporting function. Providing adhoc system user support for and throughout the business. – UK&I and EU.
• Assist in the Management of Yugo CAFM system and associated data (re: Building O&M data review and key information extraction / associated transposition to CAFM system re: asset schedules, planned maintenance tasks, planned maintenance schedules / scheduling and resource allocation (re: tasking and maintenance delivery through inhouse resource and / or contractor labour) – UK&I Only.
• Contribute to the data collation and associated creation of all necessary works packages as necessary to undertake and assure the delivery of necessary contracted planned (and reactive) maintenance services upon the Yugo estate re: technical scopes / specification collations and the subsequent undertaking of associated work package provisions to and on behalf of the company in the forms of the undertaking and securing of packaged work related requests for quotation (RFQ’s) and / or undertaking of full contract related commercial Invitation to Tender (ITT) package exercises and associated received contract proposal evaluations, contract awards, contractor Health and Safety file collations and associated contract / contractor H&S file / data management. UK only.
• Raising and managing purchase orders
• Liaising with internal stakeholders (e.g., Purchasing, Finance, Building Managers, etc) to ensure contract works are delivered and associated invoices are reconciled / reconcilable to open / closed purchase orders and Finance closure of invoices as necessary to support works delivered. UK&I only.
• Production of statutory and best practice compliance reporting
  • Proving periodic reports of PPM and Reactive works undertaken across the Estate in accordance with Stakeholders requirements as available from the CAFM System. UK&I and EU only.
  • Proving periodic reports of PPM and Reactive works undertaken across the Estate in accordance with Stakeholders requirements as available from the analysis of data available across the Estate and from various vendor reports, integrating such data as to provide valuable performance reporting information for the benefit of, and meeting the needs of the business and its customers. UK&I only.
  • Proving periodic reports of correct action works arising and necessary across the Estate and the planning, delivery and status tracking of works undertaken across the Estate in accordance with Stakeholders requirements as available. UK&I only.
• Preparation and analysis of contractor performance reporting in accordance with CAFM System reports, providing associated reports to stakeholders and liaising with / providing performance feedback to suppliers, escalating performance issues as necessary (UK&I only)
• Maintaining electronic statutory and best practice compliance records (UK&I only)
  • CAFM System Data and Reports (inhouse and contracted maintenance records) – UK&I and EU.
  • Vendor Field Service Records, Data and Reports (e.g. Water Safety, Lift, Insurance Inspections, FWI&T and RA’s) – UK&I.
  • Oversee and interface with third party service supplier / Client databases and associated records re: (FCS (FRAs), CompliApp (Water Hygeine), eLogbooks (PPM and Reactive Maintenance Records), eServices (Allianz Insurance Inspections), eServices (Otis – Passenger Lifts), Estates Management, Latent Defect / Capex Tracker – GSA) and any others as necessary – UK&I only.
• Support the vendor management process through ad-hoc reporting and direct feedback
• Supporting the tracking and monitoring of remedial work, including latent defects
• Supporting the preparation of H&S files for small projects
• Support the collation and provision of Pre-Construction Information Packs required to support CDM related projects (internally delivered and, where necessary / requested for the Client(s) – UK&I.
• Support Health and Safety across the Estate and the adoption and use of Safe Systems of Work in the delivery of physical works. UK&I only.
• Undertake any other duties as reasonably requested through line management.
• Reflecting Yugo’s culture and values in all activities.

Experience & Knowledge

Essential

• Knowledge of statutory and best practice guidelines relevant to the role
• Knowledge of CAFM systems, Data Management, Data Processing and Reporting
• Knowledge of budget collation, management, tracking and reporting
• Knowledge of procurement systems and transaction processing
• Knowledge of contractor and stakeholder management
• Knowledge of Health and Safety and Environmental management requirements
• Experience of building strong working relationships and engaging with a wide network
• Process driven with strong organisational skills
• Ability to prioritise and meet targets and deadlines

Desirable

• HND or equivalent relevant to the role or demonstrable qualification by experience
• Experience working with diversity and in different markets
• Experience of working within a customer focused environment

So, if you are currently looking to get stuck into an exciting new opportunity where no two days are the same, we would love to hear from you. Click apply now! We can’t wait to meet you.