Facilities Coordinator

2 weeks ago

Long Marston Warwickshire, United Kingdom Gleeson Recruitment Group Full time
Role - Facilities Coordinator
Location- Long Marston (5 days per week on site)
Salary- £30k
Your role as a Facilities Coordinator:
The Facilities Coordinator is accountable for all aspects of the administration required to run the operational site effectively. This includes contract management for customers, managing the accounting in conjunction with the Finance Function, management of payroll information, procurement support and general administrative duties.
Your duties and responsibilities as a Facilities Coordinator:
Ensure all office facilities are in a good state of repair and are regularly maintained and validated as part of a daily site tour and inspection checklist
Deal with and escalate all office related health and safety issues
Manage the stationery and other consumables for the site (including the Control Tower), ensuring that a good supply is available at all times
Carry out the testing of fire alarms and emergency lighting at the Long Marston site and record the results, reporting defects back to the Facilities Manager for remediation
Support site events/liaison with management of site events to ensure that all items are sourced and in place prior to meetings. These can include, VIP visits internally and externally, including Network Rail, Stratford District Council, Warwickshire Police, British Transport Police and others. Escalation of issues to FM
Escalation of Office Related issues to the appropriate contractor, keeping the Facilities Manager informed of task and progress
Supporting the Facilities Manager with the administration of contractors coming to work on site
Assist the FM in managing essential services such as maintenance, cleaning, catering, waste disposal and recycling and other planned maintenance activities by acting as first line support for queries relating to Facilities Management, escalating where appropriate to the FM
Manage all financial processes, with support from the Finance team to ensure that all customers are invoiced according to the terms of their contract and against the rate card for services and support the credit control processes
Manage the payments for all services onto site including utilities
Maintain a tracker for spend on site to keep track of budgets and overspends for services we use
Ensure that all chargeable services are invoiced to the customers, based on information from the operational staff timesheets
Manage the re-charging of power to customers, ensuring that this re-charge is reflected in the invoice accurately
Raise requisitions to create Purchase Orders (PO's) in line with the company processes, ensuring these are raised in good time and are approved in line with the delegated authorities
Manage the supplier procurement process including the receipting process through the Delphi system
Co-ordinate the inputs from timesheets for the payroll of all staff based at the Long Marston Rail Innovation Centre, ensuring that these are delivered accurately on time in line with the company processes
Manage the payment of personal expenses through the petty cash as required
Work closely with the Safety and Environment Delivery Partner for site to:
Keep all safety board's up to date ie: insurance certificates safety notices where boards are up and visual in offices around the site
Check fire alarm testing and emergency exit lights to all buildings on site in line with Health and Safety
Make sure all fire extinguishers are serviced when required in line with Health and Safety
Complete supplier accreditation forms as part of the supplier onboarding process
Ensure that the supplier list is maintained and up to date and when they may be expiring
Completion of a SSA when a PO request is over a certain amount in line with the procurement process
Searching for new suppliers to onboard for services which we require for sit
Management of cleaning standards at Long Marston and escalation of any issues to the Facilities Manager for remediation
Act as first point of contact for Long Marston for internal and external events on site (excluding Rail Live). Escalate any issues or decision points as necessary to the Facilities Manager.
To be successful in your role, you should have the following skills and experience:
Proven experience as a Facilities Coordinator
Hands on attitude to act on any maintenance or H&S issues you identify
Able to commute to Long Marston 5 days per week
If you would like to discuss this role further please contact Jade Whitmore on (phone number removed) /
At Gleeson Recruitment Group, we embrace inclusivity and welcome applicants of all backgrounds, experiences, and abilities. We are proud to be a disability confident employer.
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