Purpose of the Role

The Senior Operations Support role in the Midlands & East Anglia region provides operational and compliance support to the Facilities Management Network. The role acts as the regional operational contact support point, ensuring statutory compliance, data accuracy and consistency of processes across the region.

The role reports into to the Safety+ FM Senior Operations Support, and needs to deliver a consistent, reliable and high-quality support service to their Facilities Managers, wider FM Ops Support Team and business stakeholders.

Key Responsibilities

Systems & Operations

To work alongside the Facilities Management team in a support role, learning all the key aspects of the FM role.
Provide operational support and guidance to the Facilities Management team
Support FMs during periods of absence or high workload
Act as regional super-user for operational systems (Vantify, Datastation, Proactis, CAFM platforms etc.) Understand the systems and how to resolve issues as and when they occur.
Support implementation of new processes, templates and systems
Coordinate quarterly team meetings, partnering with Senior Leads to manage agendas, logistics, presentations, attendees, travel, refreshments, meeting minutes, and post-meeting communications
Maintain user guidance notes and training materials
Support mobilisation of new instructions and properties
Validate data and assist national reporting initiatives
Assist monitoring of supplier performance and service levels
Assist and monitor the completion of service charge budgets by the Facilities Management team, ensuring they are completed on time and report on stats quarterly.
Update Facilities Management fees on Savills systems when service charge budgets are approved.
Assisting with supplier debt and ensuring the relevant CO’s/PO’s are in place as and when required
Raise purchase orders and contract orders where required
Support FM in compiling Tenant Handbooks, Emergency Plans and statutory records
Maintain accurate operational and compliance records
Assist the Facilities Management team in monitoring service provider KPI’s - relaying or escalating any issues with Services Partners including KPI’S/SLA’s.
Assist with setting up of new starters within the Facilities Management team to ensure that all equipment, access passes, systems access etc. is available upon commencing their role – Liasing with other Savills Departments where applicable
Produce regional operational reporting required
Assisting with any projects with the FM Network

Compliance

Monitor and improve regional compliance performance across all FMs & sites
Support FMs with health and safety & environmental audit readiness and action tracking
Produce monthly regional compliance reporting
Review and input compliance documentation and ensure actions are closed
Escalate compliance risks or operational concerns appropriately
Ensure all statutory documentation is in place and maintained, requesting documentation where necessary.
Monitor and update client H&S portals
Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits Ensuring that the Facilities Manager and Surveyor approves beforehand where required
Assisting in updating/ closing actions from compliance documentation and Health & Safety Audits.
Spend time with key Property Management departments to understand the corporate supply chain process, the management agreement and services offered, our key policies and procedures, legislation relating to handling client monies and the roles undertaken in Client Accounting, Credit Control and Treasury to be able to better support the business
Present, on a monthly basis to the Head of Region/ Senior Ops Support, in regards to Compliance scores for the region

Skills, Knowledge And Experience

Other ad hoc duties as and when required.

Essential

Experience in administration
Experience working with compliance or statutory documentation
Experience working with operational systems or databases
Data input experience
Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
Experience of dealing with senior level staff confidently with excellent verbal and written communication

Desirable

Broad knowledge of office administration within a facilities management/property management environment.
Experience and knowledge of helpdesk systems and procedures.
Experience working within a Facilities Management team.
Understanding of Health & Safety Legislation.

Competencies

Excellent verbal and written communication skills
Proactive and solution-focused
Takes ownership & accountability
Brings a positive & can‑do approach to the role, supporting the team and improving processes
Approaches challenges with curiosity and a solutions‑focused mindset
Builds trusted working relationships across teams
Leads by example and promotes collaboration
Supports a culture of continuous improvement
Processes information and data entry with precision and care, ensuring data integrity across all systems.
Demonstrates integrity and discretion when handling sensitive or confidential matters
Comfortable challenging constructively and influencing others
Calm and resilient under pressure
Reliable, consistent and dependable
Willingness and ability to learn on the job, keen to undertake training and career development

Working Hours - 37.5 hours Monday- Friday

FM Operations Support - Midlands/East Anglia

Requirements

Job Description

Skills

About Savills