Facilities Coordinator - Admin
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Facilities Coordinator
Job Profile
An understanding of facilities administration functions with an ability to take instructions and act on their own initiative. Must have effective communication skills, good telephone manner, general understanding of databases, word processing & the internet. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client to support the site management teams to manage contractual obligations.
Responsibilities
The post holder will assist in the running of the CAFM system and administrative service to the management teams throughout the region, including support in maintaining contractual compliance and mitigation of service failures. To provide a timely and effective service as a critical part of the facilities team. Support other contracts and parts of the division in a Facilities Coordinator capacity.
Functions
To support the CDM in finance reporting functions including WIP, debt control, variance analysis, PPM costing planning/tracker and budget building
To ensure subcontract renewals are coordinated and administered
To train and support the development of other Facilities Coordinators and Facilities Administrators
To deputise for Facilities Coordinators, Facilities Administrators and on occasions, the CDM
To support the CDM by leading on administration aspects of internal and external client audits
To complete SOPF Site Audits as required by the CDM
Support the contract team with contractor inductions, RAMS (Risk Assessment and Method Statement) and permits
Act as Subject Matter Expert for PFI SOP (Admin and FC related duties only)
Provide support, training and coaching for new employees
To Copy Facilities Admin Duties to here
Other Responsibilities
Support the CDM in compliance with the PPM programme
Support the CDM in compliance with client service level outputs
Support the CDM in compliance with company Quality Assurance procedures
Supporting the CDM in aspects of Health and Safety standards in the FM operations
Assist other PPP premises with Reactive and PPM if requested by the CDM.
Continue with self-development to improve service delivery and reduce outsourcing needs.
Job Measurement Data
Internal and External KPI Performance
Financial Penalties
Internal and Reporting
Essential
Must have min 3 years Facilities Coordinator in a multi contract/site or large-scale account
Good understanding of customer service, IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation
Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal
Technology i.e., Microsoft Word and Excel, Outlook, and good typing skills
Good understanding of CAFM
Technical knowledge of Mechanical/Electrical Plant and Equipment
Ability to prioritise workload and tasks
Can do attitude with a proactive approach
Have a good awareness of Health & safety working practices
Desirables
IOSH (Managing safely)
Previous history of working within Facilities Management Services and knowledge of Facilities Management software.
Location:
On-site –Cheshire, GBR, Hampshire, GBRIf this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
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