F is for… Facilities Manager

How long have you been working for Dimensions?
I joined on a temporary contract in October 2015, but very quickly settled into the role and was asked to stay on permanently in November 2015

What does a typical day look like for you?
Every day is different, but in general, I arrive around 8am collecting my post on the way up to the top floor. Once logged on, I will quickly scan new emails in case there are any urgent ones I need to action either facilities related issues or from my Exec team. Then it’s on to checking the other mailboxes I manage and flagging emails that need actioning so that they get dealt with first.

Depending on what day it is, I may have a catch up meeting with one of the Exec team and we will run through the calendar for the coming 6-8 weeks and discuss any actions that either they or I need to complete for upcoming meetings – I usually come away from my meeting with Dimensions MD Hayley with a long list of tasks (research, project work, facilities related matters etc) which can then direct the rest of my day (or week!)

Executive Chairman Stuart and Chief Financial Officer Morgan travel extensively, so keeping on top of their diaries and ensuring planes, trains, hotels, cars etc are booked is a big task, but once I’ve got it all booked for the coming months, it takes a back seat in my priorities till their travel dates approach.

On a Friday I try to have an admin day – this is when I will have a good look around the building and see what might need ordering for facilities and work through paperwork that has built up on my desk

Which departments do you work closest with?
All of them really! I am usually the first point of contact if someone wants something and doesn’t know where to turn….kind of like the font of all knowledge, but realistically it’s just that I usually know where to signpost someone to in order to get them an answer! I have a close relationship with Reception though, as a lot of what I do for facilities links in with Hummie and the Customer Service team who cover for her.

Is there a time of year that is busiest for you?
Twice a year we have communications sessions, and preparing for these takes up a lot of my time, if it’s Spring it is usually offsite, so the added pressure of deciding where to hold the event as well as presentations to pull together, activities to organise and more!

Christmas is also very busy – just generally with organising fun stuff for staff!

What do you enjoy most about your job role?
The variety of what I do. I wear a lot of different “hats” during the day, so to speak. Some days I truly am just doing my PA work – sorting diaries, minute taking, meeting arranging, travel booking and on others it could be a bit of everything – sorting out leaks and doors that won’t shut properly to arranging a charity event and creating posters to advertise it to staff.

I also like pulling together my weekly communication to the staff – this is full of information that may be business, facilities or social related and goes to all staff both here and at Castle Eden.

How would you describe yourself in 3 words?
Bubbly, outgoing, organised

What has been the highlight of your career at Dimensions so far?
That’s a hard one to answer…..I really enjoy making people happy, and by getting actively involved in the social side of things, I hope I achieve that. We have had some great parties and events, and also the Spring Conference last year, which saw around 100 staff getting active around Sherwood Forest’s Center Parcs – it was great fun, and encouraged teams who don’t normally work together to interact.

What advice would you give to someone looking to start a career as an Executive Assistant or in Facilities Management?
I never intended to end up in Facitilies Managment, but the role of Executive Assistant takes you in all directions, for me it started out as taking on extra Office Management duties for 30-50 staff, to looking after a building of 250 staff!

If you want to become an Executive Assistant, then you have to be organised, and be a planner – be proactive rather than reactive, not just managing your own time, but managing your bosses time. So if you show those qualities, it’s a great starting point.

To be a Facilities Manager, well I just fell into that one – but again it’s being organised and alert, planning when maintenance jobs need to take place, ensuring your contracts are regularly reviewed, although a mix of being proactive and reactive, it is a very interesting career move.

Give us three facts about yourself:

I’ve been on TV (back in 1998) on a pilot afternoon quiz show “Waffle”. I partnered Nina Myskow, however I caught the celeb on the other team cheating to win!

I met many famous people as part of my role at Peugeot, but the most memorable was when our company was co-hosting a fund raising event with the main guest being Gary Lineker, and as I was laying the table plan out, a voice behind me asked if I needed a hand…..”yes please” I said. I left a stack of name cards on a table without turning around to see who was helping me….yep, Gary Lineker!

For most of my childhood I was in a carnival marching band, called the Hinckley Hussars. I played a variety of brass instruments – e flat cavalry trumpet, cornet, trumpet, flugelhorn, and rose to the rank of Lead Trumpeter – all this without being able to read music!