Facilities and Fleet Assistant

About usPernod 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 Ricard’s 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 Jacob’s Creek.About the teamThe 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 roleTo 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 ResponsibilitiesFleet ManagementManagement of fleet for the London OfficeProvide 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 contactManagement of the fleet supplier for license checksReporting quarterly on fleet performance (vehicles, suppliers and driver behavior, i.e. fines and behaviours)Strict maintenance and servicing records kept ensuring minimum downtimeAssist in developing strategies for better fuel efficiencyPoint of contact for supplier queries on London fleetResponsible for changeover of vehicles and returnsAnalysis of data to improve/ increase business operational efficiencyMonthly payroll actions associated with fleet including invoicing and finesP11D reportingManagement of breakdowns, damages, claims, fines, parking permits and license checksMeet, Induct & train new starters on fleetArrange diver awareness trainingOrdering new vehicles, including arranging hire carsReview and update of company car policyRecords management of NCD (no claims discounts)Ensure alignment with Group strategy and fleet projectsMaintenance:Act as the primary point of contact for the appointed maintenance contractor, ensuring clear communication, timely escalation, and effective issue resolutionEnsure all maintenance activities and contractor operations are fully compliant with Health & Safety legislation, statutory requirements, and internal policiesCoordinate and manage reactive maintenance call-outs, ensuring response and resolution times are met in line with agreed SLAsOversee the delivery of Planned Preventative Maintenance (PPM) schedules, ensuring completion, quality assurance, and minimal disruption to business operationsMonitor and track both PPM and reactive performance, maintaining accurate records and ensuring all works are logged and auditableSupport the Facilities Manager with reviewing, validating, and challenging quotes for reactive works to ensure cost control and value for moneyMaintain an up-to-date asset register and maintenance records, ensuring all equipment is appropriately serviced, compliant, and lifecycle managedProactively identify and escalate maintenance risks, recurring issues, and asset failures, proposing solutions and improvementsConduct regular site inspections and audits to ensure maintenance standards are upheld and contractor performance meets expectationsLead and coordinate monthly KPI and performance review meetings with the maintenance contractor, and FM tracking contract deliverables, SLAs, and continuous improvement actionsEnsure all contractor documentation is in place and current, including RAMS, permits to work, and insurance certificationSupport the delivery of minor works and maintenance projects, ensuring safe execution, quality outcomes, and adherence to timelines and budgetsThird Party Supplier ManagementAct as the first point of contact for day-to-day supplier queries and coordinationRaise and manage work orders, ensuring tasks are logged, tracked, and completed within agreed timelinesMonitor supplier performance against SLAs, highlighting any delays, issues, or non-complianceCheck and validate supplier attendance, sign-in processes, and completion of works on siteEnsure all contractors comply with site health & safety requirements, including permits to work and RAMSMaintain accurate records of supplier activities, service reports, and compliance documentationAssist with invoice validation by checking works completed against orders and agreed costsEscalate any supplier performance issues or risks to the Facilities ManagerSupport onboarding of new suppliers, including documentation, inductions, and system setupBuild positive working relationships with key suppliers to support smooth service deliveryContribute to continuous improvement by identifying opportunities to enhance supplier performance and efficiencyHealth & SafetyManage all office supplier RAMS (risk and method statements)Upload RAMS onto the permit to work system for approval for maintenance worksCARE Tours & toolbox talksFacilities Helpdesk Management:Resolve tickets assigned to you on maintenance, fleet and contractors/ suppliersCross CoverStaff ShopSupport with management of staff shop salesLocker SystemManagement of the ReleezMe appAssigning lockersAdding security passes to the systemManaging issues relating to lockers (pass not working, locker swapping)Facilities InductionsArrange & deliver Facilities inductions & office tours (new starters)New Starters & LeaversPrepare new starter Facilities items (assign locker)Ensure relevant new starter checks are completed i.e. licence checkEnsure new starters are provided all details & access to DSE trainingEnsure that the relevant process is adhered to for all leaversKey RelationshipsSits in wider HR teamWorks with all London based staffAny relevant external suppliers / providersWhat you needGrowth 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:2026-07-10Target Hire Date:2026-08-17Target End Date:#J-18808-Ljbffr…