Facilities Assistant

JOB PURPOSE

Being the bridge that connects our bakeries and our contractors together, driving win-win partnerships. A clear communicator who is comfortable juggling multiple projects at once.

The purpose of your role is to ensure that everyone has the right information at the right time. Ensuring our bakeries are set up correctly on Pronett and making sure both our bakeries and contractors are aligned with any work agreed.

KEY RESPONSIBILTIES

· Create new bakery sites on Pronett before openings and notify Operations and Bakery Managers upon completion.

· Assign appropriate PPM/PMV contractors for new bakery sites.

· Set up new contractors on Pronett and Finance systems.

· Serve as liaison with contractors on invoice payments, coordinating with Accounts Payable.

· Regularly review quotation statuses and communicate with contractors and bakeries to maintain workflow.

· Notify bakery teams of small projects or remedial works impacting operations and arrange out-of-hours work.

· Produce budget reports for Finance to support Opex and Pronett Dashboards for Operations.

· Address bakery team queries on reactive or quotable jobs logged on Pronett.

· Raise ad hoc purchase orders as requested by Facilities and Property Manager.

· Approve daily small reactive works to ensure timely contractor appointments.

· Coordinate with Shopping Centers and Building Managers to obtain work permits for contractor tasks.

· Oversee utility meter works at bakeries to ensure minimal operational downtime.

· Update directories including contractor listings, landlord contacts, and asset listings.

· Download KPI/performance data to support Facilities Manager before contractor meetings.

· Follow up with contractors for updates on works when prompted by bakeries/Operation Managers.

· Provide necessary bakery finish schedules to Facilities/Building Manager and contractors.

· Assist bakeries with job logging and status updates on Pronett.

· Coordinate with waste management contractors to minimize service disruptions.

Update the Verkada system with operational changes and produce requested footage.

And you, the missing ingredient

EXPERIENCE & CAPABILITY

· Clear communicator who has the ability to influence and persuade stakeholders both inside and outside of GAIL’s

. Multisite facilities management

· Confident and experienced using Pronett

· Detail focused, someone who is comfortable working on multiple projects at the same time

· Good organisational skills and time management

· Problem solving, you enjoy working with others to find a solution

· Ability to multitask leading different projects and work under pressure, with changing priorities and tight deadlines

BENEFITS BAKED IN

• Free food and drink when working
• 50% off food and drink when not working
• 33 days holiday
• Pension Scheme
• Discounts and Savings from high-street retailers and restaurants
• 24 hour GP service
• Cycle to work scheme
• Twice yearly pay review
• Development programmes for you to RISE with GAIL’s