Facilities and Fleet Assistant

About us

Pernod Ricard UK is part of Pernod Ricard number two in wines and spirits. We are a convivial passionate entrepreneurial and dynamic company with 320 employees based in the UK and are responsible for the sales marketing and distribution of Pernod Ricards leading premium spirits wines and champagnes.

Pernod Ricard holds one of the most prestigious brand portfolios in the drinks sector including 19 brands among the top 100 worldwide. Our key brands in the UK include ABSOLUT vodka Jameson Irish Whiskey Beefeater and Plymouth Gins The Glenlivet Scotch whisky Havana Club rum Malibu rum Chivas Regal Scotch whisky Perrier-Jouët champagne and our premium wine brands Brancott Estate Campo Viejo and Jacobs Creek.

About the team

The Business Support roles within Pernod Ricard UK provide essential support and services that make sure that we operate efficiently and effectively. Our support roles are invaluable partners to the business delivering a range of key services.

About your role

To provide professional friendly and efficient Facilities Services to our employees whilst proactively supporting the Assistant Office and Facilities Manager in aspects such as premises management (cleaning maintenance health & safety front of house services) and supplier management.

Key Responsibilities

Fleet Management

• Management of fleet for the London Office
• Provide support to the office and field-based employees including (but not exclusively) incident problem and accident management:
• Management of fleet supplier & review of contract terms working alongside Chivas Brothers contact
• Management of the fleet supplier for license checks
• Reporting quarterly on fleet performance (vehicles suppliers and driver behavior i.e. fines and behaviours)
• Strict maintenance and servicing records kept ensuring minimum downtime
• Assist in developing strategies for better fuel efficiency
• Point of contact for supplier queries on London fleet
• Responsible for changeover of vehicles and returns
• Analysis of data to improve/ increase business operational efficiency
• Monthly payroll actions associated with fleet including invoicing and fines
• P11D reporting
• Management of breakdowns damages claims fines parking permits and license checks
• Meet Induct & train new starters on fleet
• Arrange diver awareness training
• Ordering new vehicles including arranging hire cars
• Review and update of company car policy
• Records management of NCD (no claims discounts)
• Ensure alignment with Group strategy and fleet projects

Maintenance:

• Act as the primary point of contact for the appointed maintenance contractor ensuring clear communication timely escalation and effective issue resolution
• Ensure all maintenance activities and contractor operations are fully compliant with Health & Safety legislation statutory requirements and internal policies
• Coordinate and manage reactive maintenance call-outs ensuring response and resolution times are met in line with agreed SLAs
• Oversee the delivery of Planned Preventative Maintenance (PPM) schedules ensuring completion quality assurance and minimal disruption to business operations
• Monitor and track both PPM and reactive performance maintaining accurate records and ensuring all works are logged and auditable
• Support the Facilities Manager with reviewing validating and challenging quotes for reactive works to ensure cost control and value for money
• Maintain an up-to-date asset register and maintenance records ensuring all equipment is appropriately serviced compliant and lifecycle managed
• Proactively identify and escalate maintenance risks recurring issues and asset failures proposing solutions and improvements
• Conduct regular site inspections and audits to ensure maintenance standards are upheld and contractor performance meets expectations
• Lead and coordinate monthly KPI and performance review meetings with the maintenance contractor and FM tracking contract deliverables SLAs and continuous improvement actions
• Ensure all contractor documentation is in place and current including RAMS permits to work and insurance certification
• Support the delivery of minor works and maintenance projects ensuring safe execution quality outcomes and adherence to timelines and budgets

Third Party Supplier Management

• Act as the first point of contact for day-to-day supplier queries and coordination
• Raise and manage work orders ensuring tasks are logged tracked and completed within agreed timelines
• Monitor supplier performance against SLAs highlighting any delays issues or non-compliance
• Check and validate supplier attendance sign-in processes and completion of works on site
• Ensure all contractors comply with site health & safety requirements including permits to work and RAMS
• Maintain accurate records of supplier activities service reports and compliance documentation
• Assist with invoice validation by checking works completed against orders and agreed costs
• Escalate any supplier performance issues or risks to the Facilities Manager
• Support onboarding of new suppliers including documentation inductions and system setup
• Build positive working relationships with key suppliers to support smooth service delivery
• Contribute to continuous improvement by identifying opportunities to enhance supplier performance and efficiency

Health & Safety

• Manage all office supplier RAMS (risk and method statements)
• Upload RAMS onto the permit to work system for approval for maintenance works
• CARE Tours & toolbox talks

Facilities Helpdesk Management:

• Resolve tickets assigned to you on maintenance fleet and contractors/ suppliers

Cross Cover

Staff Shop

• Support with management of staff shop sales

Locker System

• Management of the ReleezMe app
• Assigning lockers
• Adding security passes to the system
• Managing issues relating to lockers (pass not working locker swapping)

Facilities Inductions

• Arrange & deliver Facilities inductions & office tours (new starters)

New Starters & Leavers

• Prepare new starter Facilities items (assign locker)
• Ensure relevant new starter checks are completed i.e. licence check
• Ensure new starters are provided all details & access to DSE training
• Ensure that the relevant process is adhered to for all leavers

Key Relationships

• Sits in wider HR team
• Works with all London based staff
• Any relevant external suppliers / providers

What you need

Growth Mindset: Forward thinking embodying a vision that translates into inspiring strategies. Thrives in a complex and changing world deploying resources effectively and efficiently.

Deliver Through Collaboration: Achieves results while balancing rigorous planning and flexible transversal collaboration. Building partnerships and working collaboratively with others to meet shared objectives.

Consumer Centric: Develops consumer intimacy with a focus of technology to innovate and create more value for the consumer and Pernod Ricard.

Bold and Agile: Decisive and courageous even in the face of difficult and complex situations and always learns from past experiences. Stepping up to address difficult issues saying what needs to be said in a respectful way.

Open and Authentic: Role Models who instil trust engage teams by giving and receiving feedback and constantly fostering open dialogue.

Grow Diverse Teams: Leverages and values diversity of profiles to build empowered teams and develops talents creating a sense of belonging in an environment that promotes Pernod Ricard values.

Job Posting End Date:

Target Hire Date:

Target End Date:

Required Experience:

Junior IC

Employment Type : Full-Time
Experience: years
Vacancy: 1