Facilities Coordinator

As Facilities Coordinator, the purpose of your role is to support the delivery of Reactive Repairs and Planned Maintenance through a team of Engineers, Sub-Contractors and Internal Stakeholders. You will be responsible for the maintaining of BOH functions to ensure a smooth delivery of a scope of trades for our Hard Services Division. Ensuring a safe, efficient and quality Reactive & Planned Maintenance service is achieved for our clients, demonstrating commercial success.

Your tasks:

• Assist and support in the planning, coordinating and managing of all phases of reactive & planned maintenance projects, including client liaison and administration support.

• Work directly with Project Manager & Maintenance Manager to ensure labour allocation is managed effectively.

• Developing and managing maintenance schedules and resource allocations to ensure cost efficiency and timely delivery.

• Oversee the departmental quote register, ensuring agreed timescales are adhered to, supporting management with the preparation of quotations.

• Maintaining departmental tender pipeline and supporting management team preparation of bids.

• Liaising with clients, subcontractors and external stakeholders, to monitor reactive and planned maintenance progress, resolve issues and ensure compliance with specifications and quality standards.

• Assisting the procurement processes, ensuring purchasing is carried out in a cost effective manner - to include monitoring of purchasing software and trades accounts.

• Overseeing the departmental health of the company CAFM system, ensuring data is properly captured.

• Assisting with the auditing process, and preparation of RAMS and Permits.

• Overseeing of maintenance department vehicle trackers, identifying anomalies, and department fleet, ensuring scheduled maintenance and repairs are managed in a timely and cost effective manner.

• Manage Helpdesk outcomes, and advise on corrective actions and efficiencies.

• Support finance team with invoice preparation and applications for payment.

Core skills

• Strong written and oral skills

• Multi-tasking in a fast paced environment

• Knowledge of Microsoft Office programs

• Strong problem solving skills

• Time management skills

Preferred skills

The ideal candidate will have 2+ years experience working in hard FM Contracting.

The ideal candidate will have experience in the use of CAFM systems (Preferably Big Change)

The ideal candidate will have experience supporting a finance team with invoice preparation and purchase order management.

The ideal candidate will have experience using accounting software (Xero or Quickbooks)