Technical Works Officer
The opportunity has arisen to join a busy Facilities Management Technical Services Team ISO9001 accredited delivering a wide range of statutory compliance programs and capital improvement projects for the councils corporate and education property portfolio. The Technical Services Team is the construction arm of Facilities Management and was short listed for the New London Awards in 2019 for its refurbishment of an Edwardian Period Library in Bethnal Green.
This part time role of 2 days a week has recently become vacant and Tower Hamlets is a great place to build a career with a strong commitment to invest in staff and support staff in development and growth.
The role offers a competitive salary and annual leave as well as modern air-conditioned offices adjacent to East India Dock DLR and a relocation in 2022 to the brand-new Civic Centre in Whitechapel at the Old Royal London Hospital location.
The role is to assist the wider Technical Services Team by providing an efficient and comprehensive high level of support to the Mechanical, Electrical engineers and Building surveyors by updating the CAFM system, raising works orders and Planned Maintenance programs, producing project forecasts reports, project and technical works fee claim reports, project fee projections, financial and technical documents.
Supporting the success of the wider team by ensuring that works orders and invoices are processed on time, that tender documents are created/ then published and correct procedures are completed to enable works and projects to be delivered on time on budget.
The role is supporting and enabling the efficient management of projects and budgets by compiling and analyse statistical data/information as required from the various ICT systems including the Trend BMS system and TF Cloud CAFM system this information feeding into producing monthly management dashboard reports and including project reports and statutory compliance reports at the request of the Head of Technical Services.
Key Responsibilities and Skills
To produce project forecasts reports, project and technical works compile and analyse statistical data/information as required from the Council’s IT systems. Produce project fee projections, technical works forms and financial and technical documents, pertaining to Technical Services Team works, whilst working under pressure, meeting strict deadlines, and working within set timescales.
To have detailed knowledge and understanding of local government finance/budgeting procedures, with the ability to use and maintain the integrity of complex spreadsheets ensure strict version control and distribution of all documentation.
To have the knowledge and understanding of construction project management techniques and tools, and the experience of working in a complex construction office environment with sensitive information, to raise works orders as required. To have experience working with CAFM software and producing reports including written detailed summaries of the data extracted and to include in power point presentations.
To assist in the tracking and monitoring of the maintenance and repairs budget and spend and to report to the Head of Technical Services, retaining accurate working papers for examination by Internal/External Audit and assist on issues raised where necessary.
To assist in checking construction contractors’ applications for invoicing, paying attention to detail to ensure accuracy. Checking construction supplies invoices, ensuring that they match applications, authorisation of works undertaken, processing certificates, logging receipt of invoices ensuring financial procedures are complied with.
To have acquired significant experience of having worked in a mechanical and engineering office environment delivering complex supporting roles.
Highly experienced in using IT software like Excel for spreadsheets, Microsoft Project and Microsoft Word and producing work to a high level.
Able to prioritise and plan own workload in the context of conflicting priorities and work on own initiative.
To have acquired significant experience of keeping accurate records, devising procedures, organising information and producing accurate statistical information with data analysis and report writing/ presentations.
To have acquired significant office based experience using a computer property management system/ CAFM system like TF Cloud, Planet FM, Concept or similar software.
To have experience of raising purchase orders using an online finance software system, initiating and monitoring payments preferably in a government organisation.
To have acquired in previous roles effective communication skills to include meeting customers and clients, dealing with queries and to have the ability to respond in writing and verbally, both face to face and whilst using a telephone.