Facilities Coordinator

Overview

You will be responsible for supporting the FM in the day to day operational activities on a client site. You will integrate seamlessly with the client Facilities Management Team while still adhering to The Instant Groups values and keeping an eye on the commercial aspects of the contract.

Within the role you will have a good understanding of client requirements and services delivered on site.  You will support The Instant Group in ensuring that services are delivered to time and budget.

Key Responsibilities

• Support the Facilities Manager in both hard and soft services delivery on site including managing outsourced service providers.
• Deal with facilities requests, with the ability to prioritise both planned, preventative and reactive maintenance and ensure the smooth operation of the building and its’ services.
• Conduct regular building walk rounds and audits, identifying any areas that require maintenance or repair and liaise with the Facilities Manager to arrange to have the works completed.
• For all maintenance repairs, you will be required to follow the process of obtaining quotes to raising Purchase Orders and arranging for the works to be completed ensuring that all relevant PTW and RAMS are in place.
• Responsible for managing contractors whilst on site and ensuring they have the relevant certification to complete their tasks
• Maintain an accurate record of PO’s raised from approval stage through to completion of works and Goods Receipting
• Support the Facilities Manager and client to ensure that all Health and Safety requirements are met and carried out in a safe and timely manner and in accordance with statutory and company processes.
• Support the Facilities Manager and client to ensure that all Security Risk and Compliance requirements are followed, any escalations dealt with in a timely manner.
• Maintain a good relationship with the building Landlord and their representative as necessary and be responsible for procurement of small items / services
• Build and maintain relationships with the client on site.
• Support the Facilities Manager ensuring that the site is staffed in all areas (soft services)
• Support the Facilities Manager ensuring that all audits and daily checks are carried out and that the site runs smoothly and to the agreed service level agreements in place.
• Ensure that all Health and Safety related documentation are up to date.
• Ensure that all maintenance records are up to date
• Greet and/or host visitors to site
• Develop a close working relationship with other “back office” departments on site ensuring a smooth running of the business.
• Prepare and present routine reports and correspondence to internal departments and larger groups of employees, ensuring clear communication of relevant information
• You may be required to participate in small to medium project works

Skills, Experience & Qualifications

• Minimum of 2 - 3 years’ experience in a similar role
• Good working knowledge of H&S in the workplace
• As a direct point of contact with the client you should be able to build and maintain relationships, acting in a pro-active and professional manner with the ability to solve problems and think on your feet.
• Personable and be confident with administration tasks and have experience in Microsoft Office packages.
• Proven ability to work unsupervised.
• Flexible as limited out of hours working may be required.

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