Job Description
Facilities Coordinator Hard Services
The Role
Reporting to Geography WFM Lead, responsibility for day to day aspects of management of Hard Service related items within the office. Total ownership/accountability for the management of contracts within their remit. To provide a safe, clean and comfortable work environment for members, and maintain a visible presence and responsive service within the offices.
Key Responsibilities
Operational responsibility for day to day running of hard service contracts, to include delivery of planned and reactive maintenance.
Forward planning and, in conjunction with WFM Lead, management of finances for achieving financial targets, budget management and review.
Regular review of contracts/SLAs to include monthly meetings/quarterly reviews and reports with WFM Lead.
Strong understanding of legal compliance to include H&S, energy, quality and environmental in line with responsibilities as outlined in the firm's Management System.
Timely review and updates to Arup's HSE Log for relevant locations.
Maintaining of Contractors' details, to include contracts/SLAs, insurances, records of site inductions, service reports, engineer competencies etc. and identifying opportunities for re-tendering/securing cost efficiencies.
Reviewing facilities requests & validating supporting information and assisting with monitoring and management of associated workflow.
Familiarity & understanding of current H&S requirements to support a safe working environment, with willingness to complete training as required.
Supporting contractor management on site, by timely review of contractor RAMS, and the administration of e-permits (access permits & permits to work) and contractor inductions/site briefings where necessary.
Maintaining close working relationships with teams based at site to offer support in managing the immediate workplace experience within the office environment, and communicate planned activities accordingly.
Tracking planned & anticipated contractor attendance in line agreed dates/programme, including with main FM provider and ad-hoc contractors.
Regular interaction with housekeeping contractors and Workplace Experience Assistants/Coordinators in order to respond to immediate issues.
Ability and willingness to travel to other sites within the region to offer support as required for wider WFM team, stakeholder engagement, contractor meetings etc.
Regular auditing and review of offices for safety, compliance and improvement.
Overseeing project works as required - some flexibility required to support some out of hours.
Front of House cover as required.
Key Skills and Experience Required
Resilient under pressure and be able to converse confidently with staff, customers and suppliers at all levels.
Have general knowledge of site plant, equipment and office services.
Good problem solving and analytical skills.
Clear and logical thinker.
Team player and self-motivator.
Strong work ethic.
Compliance/knowledge of current legislation.
Exhibit a positive and enthusiastic attitude.
Desirable Skills and Experience
Minimum of 5 years' experience of managing maintenance activity.
Good, all-round knowledge of various engineering disciplines e.g. Electrical, Mechanical, and Civil or Facilities Management.
Demonstrate experience of coordinating and managing building maintenance and good awareness of fit-out, churn and H&S issues.
Able to think on their feet and change their approach as required.
Understands the importance of process, reports and paperwork.
Knowledge of CAFM systems.
Knowledge of ePermits system.
Qualifications
Degree or industry specific qualification such as IWFM Certificate or 5 years of experience within the field of expertise.
IOSH desirable, or willingness to complete IOSH Training.
NEBOSH desirable, or willingness to complete NEBOSH Training.
First Aid & Fire Marshal trained or desire to be.
The Role
Reporting to Geography WFM Lead, responsibility for day to day aspects of management of Hard Service related items within the office. Total ownership/accountability for the management of contracts within their remit. To provide a safe, clean and comfortable work environment for members, and maintain a visible presence and responsive service within the offices.
Key Responsibilities
Operational responsibility for day to day running of hard service contracts, to include delivery of planned and reactive maintenance.
Forward planning and, in conjunction with WFM Lead, management of finances for achieving financial targets, budget management and review.
Regular review of contracts/SLAs to include monthly meetings/quarterly reviews and reports with WFM Lead.
Strong understanding of legal compliance to include H&S, energy, quality and environmental in line with responsibilities as outlined in the firm's Management System.
Timely review and updates to Arup's HSE Log for relevant locations.
Maintaining of Contractors' details, to include contracts/SLAs, insurances, records of site inductions, service reports, engineer competencies etc. and identifying opportunities for re-tendering/securing cost efficiencies.
Reviewing facilities requests & validating supporting information and assisting with monitoring and management of associated workflow.
Familiarity & understanding of current H&S requirements to support a safe working environment, with willingness to complete training as required.
Supporting contractor management on site, by timely review of contractor RAMS, and the administration of e-permits (access permits & permits to work) and contractor inductions/site briefings where necessary.
Maintaining close working relationships with teams based at site to offer support in managing the immediate workplace experience within the office environment, and communicate planned activities accordingly.
Tracking planned & anticipated contractor attendance in line agreed dates/programme, including with main FM provider and ad-hoc contractors.
Regular interaction with housekeeping contractors and Workplace Experience Assistants/Coordinators in order to respond to immediate issues.
Ability and willingness to travel to other sites within the region to offer support as required for wider WFM team, stakeholder engagement, contractor meetings etc.
Regular auditing and review of offices for safety, compliance and improvement.
Overseeing project works as required - some flexibility required to support some out of hours.
Front of House cover as required.
Key Skills and Experience Required
Resilient under pressure and be able to converse confidently with staff, customers and suppliers at all levels.
Have general knowledge of site plant, equipment and office services.
Good problem solving and analytical skills.
Clear and logical thinker.
Team player and self-motivator.
Strong work ethic.
Compliance/knowledge of current legislation.
Exhibit a positive and enthusiastic attitude.
Desirable Skills and Experience
Minimum of 5 years' experience of managing maintenance activity.
Good, all-round knowledge of various engineering disciplines e.g. Electrical, Mechanical, and Civil or Facilities Management.
Demonstrate experience of coordinating and managing building maintenance and good awareness of fit-out, churn and H&S issues.
Able to think on their feet and change their approach as required.
Understands the importance of process, reports and paperwork.
Knowledge of CAFM systems.
Knowledge of ePermits system.
Qualifications
Degree or industry specific qualification such as IWFM Certificate or 5 years of experience within the field of expertise.
IOSH desirable, or willingness to complete IOSH Training.
NEBOSH desirable, or willingness to complete NEBOSH Training.
First Aid & Fire Marshal trained or desire to be.
About CBRE Local UK