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:

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

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

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

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

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

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

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

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

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

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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.

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

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Support finance team with invoice preparation and applications for payment.

Core skills

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Strong written and oral skills

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Multi-tasking in a fast paced environment

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Knowledge of Microsoft Office programs

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Strong problem solving skills

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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)