Facilities Co-ordinator

Facilities Co-ordinator

Monday to Friday

08 00

Location(s)

Milton Keynes

Job Title: Facilities Coordinator

We are recruiting a Facilities Coordinator to join the team located in Milton Keynes.

The successful candidate will be responsible for supporting the operational delivery of all Facility Management services.

Key Tasks

Ensure QHSE documentation is maintained and readily available using client CAFM systems e.g. eLogbooks, Hazard Reports, training & competency records.

Compliance with and record keeping for ISO 9001/14001 etc. and all Quality Management Systems

Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.

Provides coordination and administrative support for delivery of Workplace Services such as coaching, onboarding, supported employment, communications

Services include, but are not limited to: Engineering services (Hard FM), Document Services, Mailroom Services, Office Supply Management, Cleaning Services

Conference, meeting, and event management including room booking, coordination, planning as needed

May facilitate client program coordination including but not limited to: Community Programs, Pet Programs, Parking/Commuting Program including the local shuttle and bicycle program. Assists the Workplace Experience leadership team with general administrative support including invoice processing, travel arrangements, expense reporting, etc. Requests building and/or equipment services as needed

Provides administrative support for Workplace Experience team as directed, including expense management, meeting coordination, office and workplace experience equipment care, and supply management

Manages accuracy, production, quality and retention of program materials; which may include administration of SharePoint sites or similar. Ensures client and company materials comply with client and company brand guidelines

Utilizes and maintains integrity of databases and other digital tools associated with service delivery, as requested

Ensures all billings for business services are invoiced and billed as required

Responds to customer requests and complaints regarding Workplace Experience services. Attends move meetings and coordinate all moves with client contacts; assists in the completion of the office Business Continuity plan

Maintains relationships with vendors that provide services and goods to the office; ensures all vendors used have current proof of insurance and contractual documentation in place, per requirements

Administers Workplace Experience team member and third-party service provider on-boarding process, including new employee orientation, training, equipment, and software ordering

Performs other duties as assigned

Coach others and share in-depth knowledge of own job discipline and broad knowledge of several job disciplines within the function.

Lead by example and model behaviours that are consistent with our values. Work to build consensus and convince others to reach an agreement.

Impact a range of customer, operational, project or service activities within own team and other related teams.

Work within broad guidelines and policies.

Explain difficult or sensitive information.

Person Specification

• Knowledge and awareness of the facilities management.
• Strong PC skills, MS Office.
• Good administrative skills.
• Well organised and good prioritisation and planning skills
• Ensuring that all FM services are delivered in a confident and efficient manner.
• Practical experience in working with supply partners.
• Customer services experience and the ability to communicate at all levels.

Desirable Experience

• Working with Health & Safety processes and procedures
• Audit and inspections of contractors work and Risk Assessment and Method Statements