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Reporting to: Soft Services Lead/ GMP Lead
Overall Purpose of the Job:
Accurately and efficiently manage and coordinate aspects of various Facilities Management Contracts. The Facilities Coordinator will work closely with an existing team headed up by a contracts manager to ensure the smooth running of these contracts. Services include Facilities Management, Hard and Soft Services, Adhoc projects, and back-office administration (updating CAFM, KPI deliverables, reporting).
Main duties and responsibilities:
* Be a hands-on Coordinator assisting staff in executing duties outlined on PPM and fully managing reactive Work Order requests daily intake.
* Ensure the timely execution of all Work Orders within the permitted parameters plus contractor PM’s POC.
* Ensure Key Performance Indicators are being achieved, escalating known issues to the account manager.
* Review and approve subcontractor invoices and verify works are done (reports & dockets).
* Ensure Service Inspections are carried out in detail, documented, and executed in a timely and efficient manner.
* Coordinate all contractors that attend site and ensure all the relevant documentation is in place prior to the work commencing.
* Ensure consistent compliance with the company’s Health, Safety & Quality policies and procedures.
* Ensure efficient management of all utilities, monitoring, and documenting consumption levels.
* Ensure efficient management and maintains sufficient levels of cleaning chemicals and consumables.
* Ensure in-house audits and projects are at a high standard of service and are maintained at all times in accordance with the company KPI/SLA lines.
* Ensure efficient management of the Asset register, ensuring all damaged FF&E is recorded and reported.
* Ensure any accidental and willful damage is recorded and reported promptly.
* Manage staff training through Training Procedures Tool.
The ideal candidate:
* Excellent interpersonal and communication skills.
* Solution-minded.
* Understand safe working practices and health and safety legislation.
* Ability to work independently.
* Well-organized and capable of prioritizing own work.
* Flexible, honest, and reliable.
* Innovative and able to initiate all tasks appropriately.
Qualifications and Experience:
* A minimum of 3 years experience coordinating Hard and Soft Facilities Services.
* Experience in managing people.
* Experience with KPIs and client interactions.
* Facilities management qualification preferably or suitable qualification in a business or technical field.
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