FACILITIES AND MAINTENANCE INTERN – London
Employer: Louis Vitton
Job description
About the job
As F&M Intern you will closely collaborate with our retail teams throughout UK, Ireland and South Africa, alongside Head Office teams and Contractors through maintenance management, minor works projects and relationship building. Your financial responsibilities include creating purchase orders, tracking budgets, and preparing financial reports to support forecasting. Additionally, you will handle administrative tasks such as updating compliance trackers
Job responsibilities
F&M Coordination:
Assist with the coordination between Stores, Security providers and Contractors for works across our stores and Head Office
Book security schedules in advance of pre-planned maintenance, and minor works.
Follow through on Minor works and Maintenance Projects
Meticulously review consumable invoices/expenditure for a variety of services
Support the F&M Manager in obtaining & reviewing quotes
Demonstrate a proactive approach, liaising with Store Management to prevent and rectify issues impacting trade
Build relationships with external contractors and Store Manager community to enable smooth communication
Regularly conduct site visits & FM walk throughs with Operations Managers/Store Managers
Support with conducting & reviewing KPI audits with service providers
Assist with procurement and contract management
Finance/Budget Support:
Frequent creation of purchases orders for the UK, Ireland & South Africa region
Review of workflow processes, ensuring good receipts are completed in line with monthly deadlines, liaising directly with the Service Providers and Finance team for monthly invoicing and workflow queries
Managing the department cost plan and purchase order tracking, updating accordingly in line with Paris reporting procedures
Under the direction of the FM Manager, prepare a monthly budget report in preparation for the monthly meetings to review budget vs actual
Support the FM Manager with financial forecasting, attending and contributing to monthly finance meetings with FM Manager and Finance
General Administration:
Manage the power automate flows for the store QR code system for PPM, Reactive and Specialist requests.
Supporting with registering all monthly, quarterly and annual maintenance visits “required actions” on store trackers, regularly keeping the required documents up to date.
Ensuring that compliance trackers/ files are fully updated and upload to the share drive.
Support stores with maintaining clean and updated compliance and FM document folders on site
Record energy consumption data throughout the year and supporting with a yearly audit of consumption per store and Head Office
Supporting with monthly, quarterly and annual reporting, ensuring full compliance
Ensure department folders and store O&M’s are kept up to date
Vendor creation set up and audit
Requirements
Previous administration experience within an FM environment
Excellent communication skills both written & verbal
Strong Excel skills
Microsoft power automate - preferable.
Agility – there will be times when you will need to be on call out of hours.
Ability to prioritise a varying workload and to work off own initiative
Strong organisational skills and ability to deliver to tight deadlines
A team player who enjoys working in a vibrant and multicultural environment
Strong interpersonal skills with the ability to establish professional working relationships