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Assistant Facilities Management - Data & Systems

The Bicester Collection
Wertheim, DE, 97877
Closing date
22 May 2024

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Job Details

Job title: Assistant Facility Manager - System & Data (m/f/d)

Based at: Wertheim Village


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.

  1. 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

  1. 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

  1. 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

  1. 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

  1. 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

  1. 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


  • 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

  • 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


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