Facilities Coordinator

4 weeks ago

StratforduponAvon, Warwickshire, United Kingdom Porterbrook Full time


Our mission is to provide high-quality, digitally-enabled rolling stock solutions that help deliver a safe, efficient and sustainable railway

Since 1996, our investments have totaled over £3bn, including the commissioning of over 2,500 new passenger and freight vehicles. We plan to invest over £1bn into UK rail in the coming years to deliver high quality new and refurbished vehicles for passengers and freight customers
But financing new trains is not the end-game. Our asset stewardship role includes management of assets to ensure performance, safety and long-term suitability over their full economic life
About the team
Our Long Marston Operations Team provide onsite logistical solutions and support services, tailored to our internal and external customers' needs. The successful candidate will be joining a dynamic, professionally trained depot team

Key Responsibilities

Role Purpose

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

Responsibilities
  • 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 Porterbrook 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 Porterbrook 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:

    o Keep all safety board's up to date ie: insurance certificates safety notices where boards are up and visual in offices around the site

    o Check fire alarm testing and emergency exit lights to all buildings on site in line with Health and Safety

    o 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


Skills, Knowledge and Expertise

General Requirements

The role requires an experienced Facilities Coordinator, ideally with a background in financial management along with broad general administration experience

Qualifications
  • English Language and Maths GCSE (or equivalent) qualification essential
  • A Level (or equivalent) qualification preferred
Knowledge
  • Excellent working knowledge of Microsoft Outlook
  • Good working knowledge of Microsoft Office (Word, Excel, Visio)
Key Skills
  • Financial management, including managing invoicing
  • Ability to work confidentially on their own initiative
  • Excellent written and oral communication
  • Strong attention to detail
  • Well organised and able to prioritise
  • Excellent people management skills


A great place to work

We are seeking the very best talent to join the team, and offer an excellent salary, along with bonus and benefits.

This is a fantastic opportunity to join a great organisation with excellent people and a road map for the future to grow and develop the business. Some of our benefits are listed below:
  • Excellent pension scheme
  • Financial wellbeing support
  • Flexible working
  • Enhanced family friendly policies
  • Adoption & Shared Parental Leave benefits
  • Enhanced Armed Forces policies
  • Ongoing support with professional and personal development'
  • Long service awards
  • Porterbrook Star awards
  • Life assurance
  • Healthcare cash plan
  • 25 days' annual leave + Bank Holidays + option to buy and sell up to 5 days' additional leave
  • Additional days annual leave for long service
  • Season ticket loan
  • Cycle to work scheme
  • Free parking at our Derby and Long Marston sites
Should you be suitable for the role, the full benefits package will be discussed in more detail during your screening call.

To apply
Please follow the link at the top of this page to send your CV and a covering email with full details of why you would be a great addition to the Porterbrook team, along with details of your current salary and notice period.
If you have a disability or need any reasonable adjustments during the application and selection stages, please let us know. We're committed to building an inclusive culture where everyone can develop to their full potential.
Please note we are not accepting approaches from recruitment agencies for this role.

  • Facilities Coordinator

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Sanderson Recruitment Plc Full time

    Facilities Coordinator Location; BradfordonAvon Remuneration; £25,000Sanderson have partnered with an international technology company to identify a Facilities Coordinator to work out of their Stratford-On-Avon office.As Facilities Coordinator you will help maintain a secure and well-functioning work environment. Part of your job will be to check devices,...

  • Facilities Coordinator

    3 weeks ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Harper Recruitment Full time

    Facilities CoordinatorStratford-Upon-Avon 29,527Monday to Friday 40 hours between 8 - 5Immediate StartOur well-established Client are looking for an experienced Facilities Coordinator to join the dynamic and professionally trained depot team. You will be accountable for all aspects of the administration required to run the operational site effectively.Duties...

  • Facilities Coordinator

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Porterbrook Full time

    Our mission is to provide high-quality, digitally-enabled rolling stock solutions that help deliver a safe, efficient and sustainable railway Since 1996, our investments have totaled over £3bn, including the commissioning of over 2,500 new passenger and freight vehicles. We plan to invest over £1bn into UK rail in the coming years to deliver high quality...

  • Operations Coordinator

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Caresoft Global Limited Full time

    Operations Coordinator (Test Facilities Job Title: Operations Coordinator (Test Facilities) Location: Whitley, Coventry Employment Type: Contract (Currently financed until 31/03/2024) Hours: 37 hrs per week- Double Day shift pattern - with potential for night shift when workload demand dictates and skillset enable Reference: J39229 Position...

  • Recruitment Coordinator

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Axis Europe Full time

    Reference NumberRef-19777LocationStratfordContract TypeFull-Time PermanentClosing Date03/03/2023RoleWe have an opportunity for a Recruitment Coordinator to join our Business Support team in Stratford on a 12 month fixed term contract. The primary responsibility of this role is to manage all recruitment related queries.Key Responsibilities Manage all queries...

  • Uk Non Ferrous Central Coordinator

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Sims Metal Management Full time

    Sims Metal (Sims) is a global leader in metal recycling. With facilities across the globe, Sims plays an intrinsic role in the circular economy by making resources available for future use. As a responsible corporate citizen, we continuously seek new ways to broaden our participation in the environmental sector, ensuring that our future is as bright, safe,...

  • Criminal Legal Secretary A

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Douglas Scott Legal Recruitment Full time

    We are looking for an experienced legal administrator/legal secretary to join a leading criminal law firm based in the UK.Manage reception and telephone enquiries.Handle document organization through photocopying, scanning, and filing.Coordinate outgoing post and local deliveries with precision.Ensure stationery supplies and office equipment are...

  • Site Manager

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Randstad Construction and Property Full time

    Freelance Site Manager - Education Project at Stratford-upon-Avon Job Description: Oversee day-to-day operations on the construction site, ensuring adherence to project plans and specifications. Coordinate with subcontractors, suppliers, and project stakeholders to ensure efficient resource utilization and timely completion of tasks. Monitor project...

  • Architectural Team Leader

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Konker Jobs Full time

    Lead a growing teamMultidiscipline coordinationRevit-focused Architectural Team Leader | Manchester | £45k - £60kWant to work on some of the region's most exciting projects – complex, high-tech buildsSeeking progression, project variance and more responsibility with a growing workforce?If you want to be part of a close team with all the benefits of a...

  • Training & Development Specialist

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Contechs Full time

    Position: Training & Development Specialist (Engineering) Have you got the right qualifications and skills for this job Find out below, and hit apply to be considered.Sector: Professional ServicesLocation: GaydonPosition Type: 7 month rolling contractInside / Outside IR35: InsideSalary: £25.96 per hour umbrella rate About the companyI am currently...

  • Site Manager

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Randstad Construction and Property Full time

    Freelance Site Manager - Education Project (Stratford-upon-Avon) Project Overview: We are embarking on an exciting educational project in Stratford-upon-Avon, focused on the construction of extension on a school. We are seeking a skilled Freelance Site Manager to oversee the on-site operations and ensure the successful completion of the project. This is...

  • Maintenance Supervisor

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom The Welcombe Hotel Full time

    40 Hour Contract + Free Meals on Duty + Free Gym and Leisure Membership + Free Golf Membership + Heavy discounts in Leisure and Golf for Friends and Family + Company Discounts and Benefits + Development Opportunities + Discounts across Hotels CountrywideThe Welcombe is a gorgeous hotel, a calendar country house on the edge of Stratford-upon-Avon. We have 85...

  • Battery Simulation and Verification Engineer

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom EVera Recruitment Full time

    Battery Simulation and Verification Engineer A world-renowned luxury car manufacturer is looking to grow the team at their state-of-the-art production facility. They are actively looking for a Battery Simulation and Verification Engineer. The successful candidate will be responsible for simulation, integration, and validation of the HV Battery systems at...

  • Maintenance Supervisor

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom The Welcombe Hotel Full time

    40 Hour Contract + Free Meals on Duty + Free Gym and Leisure Membership + Free Golf Membership + Heavy discounts in Leisure and Golf for Friends and Family + Company Discounts and Benefits + Development Opportunities + Discounts across Hotels CountrywideThe Welcombe Hotel, Golf Resort & Spa is a country house Hotel on the edge of Stratford-upon-Avon. We have...

  • Receptionist - Casual

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Focus Hotels Management Full time

    Job Ref:FOC1132Branch:Swan's Nest HotelLocation:Swan's Nest Hotel, Stratford-Upon-AvonSalary/Benefits:Competitive SalaryContract type:CasualHours:Part TimePosted date:07/02/2024Closing date:09/03/2024We are seeking to recruit a Receptionist to join our team.Who are weThe Swan's Nest Hotel is a 17th century building offering 72 rooms, located 5 minute walk...

  • Receptionist

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Focus Hotels Management Full time

    Job Ref:FOC1185Branch:Swan's Nest HotelLocation:Swan's Nest Hotel, Stratford-Upon-AvonSalary/Benefits:Competitive SalaryContract type:PermanentHours:Full TimeShift pattern:shifts patterns, , , 5 days out of 7Hours per week:40Posted date:05/04/2024Closing date:07/05/2024We are seeking to recruit a Receptionist to join our team.Who are weThe Swan's Nest Hotel...

  • Corporate Social Responsibility

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom Axis Europe Full time

    Reference NumberRef-20449LocationStratfordContract TypeContract Full-TimeSalary£ £20000 per AnnumClosing Date30/04/2023Role:We have an exciting opportunity for a Corporate Social Responsibility (CSR) Intern to join our team in Stratford. The primary responsibility of this role is to work alongside Axis' Responsible Business Team to support the development...

  • Mechanical Data Centre Engineer in Stratford)

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom PRS Recruitment Services Full time

    Mechanical Data Centre Engineer - London Docklands About Us: Join a renowned global leader in integrated facilities and corporate real estate management by stepping into the role of Mechanical Data Centre Engineer in London Docklands. Key Responsibilities: Supervise planned and reactive maintenance tasks, collaborating closely with the building...

  • Office Manager

    1 month ago

    Stratford-Upon-Avon, UK, Warwickshire, United Kingdom Gleeson Recruitment Group Full time

    Office ManagerStratford-Upon-AvonFull-time, On-site (9.00 am - 5:30 pm (Monday - Friday)Permanent, Up to £29,500 per annumGRG are pleased to be exclusively working with a large organisation who is searching for an Office Manager to work within their recently refurbished offices located in the heart of Stratford-Upon-Avon, to ensure smooth operations and a...

  • Examinations and Operations Assistant

    1 week ago

    Stratford-upon-Avon, Warwickshire, United Kingdom King Edward VI School Full time

    Purpose of Job: To assist with the smooth running of the internal and public examinations process. To assist with the daytoday cover and room changes To assist with Attendance & ReportsExaminations Duties Assist the Examinations Officer and Lead Invigilator with organisation of invigilators for the forthcoming year and to assist with any recruitment process...