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Facilities Coordinator

3 months ago

London, Greater London, United Kingdom Mitie Full time

Role Overview


The Facilities Coordinator role is to be the customer facing representative for our services and to bind together the various facilities services to act as one convenient point of contact to the building user.

The purpose of the role is to enhance the customer experience by building and maintaining an excellent relationship with the occupants and exceeding their expectations on a daily basis.


As a Facilities Coordinator, you will set consistently high standards across your allocated area and share best practice with the rest of the team to ensure service delivery meets the needs of the customer and exceeds them wherever possible.


Facilities Coordinator to work in a team that constantly communicate together and keep each other updated in relation to all areas within the business.


Main Duties

  • Facilities Coordinator to have regular communication and weekly / monthly meetings with Mitie colleagues and client representatives
  • Assignment and closure of Sub-Contractor Planned Preventative Maintenance (PPM) tasks on Mitie's CAFM System
  • Chasing of compliance documentation and attachment to onto associated work order tasks
  • Assignment of internal Work Orders to dedicated engineering team
  • Creation and issuing of Quoted Work Orders to the client
  • Management of the contracts Statutory Log Tracker
  • Creation of Purchase Orders via Mitie's CAFM System and Procurement System
  • Communicating FM activities to all relevant end users
  • Assisting in shared meeting room set up, making sure that any specific requirements are taken into account.
  • Assist with management and coordination of small works
  • Maintain constant communication with all service lines to ensure seamless delivery to building occupants.
  • Fulfil all reasonable requests from both visitors & colleagues to ensure their comfort, satisfaction and safety at all times
  • Facilities Coordinator to schedule, oversee and escort when necessary external contractors in line with the contractor controls procedure.
  • Undertake periodic reviews of service delivery to find areas of improvement and cost savings for benefit of customers and the business.
  • Facilities Coordinator to attend any training assigned to the role.
  • Facilities Coordinator to monitor and complete on time any training assign on Learning Hub

What we are looking for

  • Proven experience within a strong customer service environment
  • High quality interpersonal skills, with excellent written and spoken communication skills both to individuals and groups
  • Exceptional IT skills with particularly proficiency in Excel.
  • Proactive attitude to work
  • Demonstrates ownership and responsibility for your own work
  • Selfdisciplined and able to work on own initiative with the ability to make decisions
  • Experience in using CAFM systems logging jobs, running reports, raising purchase orders etc.
  • Flexible and adaptable approach to work with good problemsolving skills
  • Ability to deal positively with conflict situations
  • Attention to detail, a focus on standards, methodical and organised
  • Computer literacy, competent with the Microsoft Office suite including Word, Excel, PowerPoint and Outlook and the ability to support printing and audiovisual solutions
  • Valid formal Health & Safety qualification e.g., IOSH (1 or 5 day) is desirable.
  • Always remain calm, patient, and polite when receiving customer feedback
  • Be helpful and go out of your way to help guests, employees, and the public