Facilities Co-Ordinator

by | Oct 4, 2017 | 0 comments

Facilities Co-Ordinator
LOCATION: Bagshot
SALARY: £22,500 – £24,500

iRecruit Partners are currently recruiting working with a company based in Bagshot who are looking for a Facilities Co-Ordinator to join their rapidly expanding team. You will provide operation of the Facilities Helpdesk and organisation of works through the Helpdesk via selected contractors and suppliers. You will also need to maintain accurate security and administrative records and provide administrative support for the Estates and Facilities function.

MAIN RESPONSIBILITIES:

  • To operate the Facilities Helpdesk from Monday to Friday between the hours of 8am to 5:30pm on a rota basis
  • To receive, consider, prioritise, organise and administer requests for assistance and maintenance from stores
  • To monitor and keep stores regularly informed of progress of outstanding works via the Helpdesk
  • To liaise with other Head Office departments in respect of over-lapping works
  • To liaise with the Premises Maintenance Manager in respect of works requested from or by him
  • To assist if required in the expansion and development of the Facilities Helpdesk software
  • To liaise with contractors and suppliers to ensure works are instructed and delivered on time and to the required standard
  • To prepare and maintain up-to-date records in respect of maintenance agreements with external suppliers, to enable the Company to demonstrate compliance with health and safety requirements
  • To place orders, raise purchase orders and reconcile invoices for works requested by the Head of Facilities and the Facilities Manager
  • To assist as required, in the administration of the stores’ capital expenditure and makeover and maintenance programmes
  • To assist if required, in reviewing existing contracts for quality and cost of service and source potential alternative suppliers
  • To assist as necessary in the production of departmental reports and procedures, as required
  • To prepare and maintain all departmental documentation and to maintain both the electronic and hard copy filing systems
  • To liaise with the company’s alarm, CCTV and mobile security companies to obtain and provide information to resolve issues on existing stores
  • To have an understanding of the store security procedures
  • To carry out any photocopying and filing duties in connection with the Estates and Facilities function
  • To regularly review outstanding work with the Estates and Facilities Team
  • To provide administration assistance to support the Estates and Facilities function
  • To take a proactive approach in respect of all tasks and to undertake any other ad hoc duties in order to support the Estates and Facilities function
  • To provide cover for the department as required, especially during holidays

REQUIRED SKILLS AND EXPERIENCE:

  • Good communication skills at all levels including over the phone
  • Attention to detail
  • Excellent administrative and organisational skills
  • Computer literate (Windows, MS Office including Excel)
  • Ability to communicate with a wide range of people at all levels in an organisation particularly by telephone
  • Experience and ability in dealing with contractors and suppliers to achieve company objectives
  • Methodical and practical approach to problem solving
  • Ability to handle a wide variety of tasks simultaneously
  • Determination to achieve objectives in whatever task undertaken
  • Self-disciplined to work unsupervised
  • Calmness when working under pressure

KEYWORDS: Facilities / Helpdesk / Contractors / Suppliers / Security / Administration