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Facilities Coordinator

1 month ago

Cardiff, United Kingdom Pontoon Solutions Full time

Pontoon Solutions is partnering with a leading utilities firm to find an exceptional Facilities Coordinator. We seek a highly motivated, forward-thinking candidate who is passionate about delivering extraordinary results.


Here, You will report to the Facilities Manager and be responsible for the co-ordination of day to day facilities service at along with the duties of a Facilitates Administrator. The role will also include the delivery of cost effective facilities services for our customers across a single site in addition to providing advice at other locations.


Main Responsibilities

  • Co-ordinate the service in order to deliver added value facilities Services by constantly reviewing and looking for service improvements.
  • Delivery of site specific Facilities that are dependably fit for purpose, safe, secure and legally compliant.
  • Management of compliance to NGED’s policies and standards for Safety, Health and Environmental standards including facilities contractors and suppliers.
  • Managing effective local delivery and performance of contracted service to agreed SLA’s and KPI’s.
  • Drive customer excellence across all facilities activities co-ordinated in your area of responsibility.
  • Undertake the role of responsible person’s representative to manage all aspects of Health, Safety and Environmental associated with facilities management activities, supported by Local Management Instructions.
  • Deliver compliance to meet the Contractor and Engagement policy standards.
  • Deliver compliance to meet the Procurement Management Instruction.
  • Support the Facilities Manager in accident and near hit reporting.
  • Assist in promoting a one team culture within our team and wider local contractor teams.
  • Project management of small Facilities projects.
  • Receive, sort and distribute incoming, and outgoing mail.
  • Purchase and issue stationery according to purchase agreements and guidelines; co-ordinate orders for printed stationery.
  • Maintain noticeboards in a tidy and orderly way and ensure that appropriate information is circulated to staff and placed on noticeboards in a timely manner.
  • Arrange and co-ordinate repairs and maintenance of buildings and equipment.
  • Resolve internal and external customer enquiries.
  • To assist with the co-ordination, organisation, recording and production of contractor, visitor and tenant identity cards.
  • Deal with the day to day administration of the access control systems.
  • Arrange for corrective action and repair of CCTV and Alarm systems where required.
  • Receive, check and prepare suppliers invoices for payment.
  • Make reservations for meeting rooms.
  • Maintain computer based record systems as appropriate within Facilities.
  • Raising and Processing of Purchase orders and Invoices.
  • Co-ordinate information technology and telephony requests to suppliers.
  • Assist with the performance management/measurement of Facilities contracts.
  • Exercise cost awareness and be part of the process exercising budgetary control over specific areas of Facilities activities and preparation of financial control documents.
  • To take charge and run the reception area as required.
  • To maintain a clear and detailed log of all Procurement Card transactions.
  • To assist with the recording and ordering of operational keys as required.
  • Contribute to contract review meetings with contract account managers following a standard format across all sites when required.
  • Assist in maintaining the environmental ISO14001 standard at key locations.
  • Supporting the Facilities Manager in preparing and testing local emergency preparedness and supporting site emergency teams.
  • Contribute to the administration of operational budgets and projects.
  • Responsible for ensuring adherence to specified internal controls and procedures.
  • Provide short term cover for the Facilities Manager.


Candidate Requirements

You will be educated to GCSE A-C/9-4 or equivalent and IOSH Managing Safely. You will demonstrate excellent customer service and communication skills including being confident on the telephone.Experience in people management and development skills including leading and coaching teams are also essential to be successful in this role.


You will have an understanding of basic project management, budget awareness and contract management skills along with being able to use your initiative and work with minimum supervision.


NEBOSH or a willingness to work towards this qualification is desirable along with experience of stakeholder management and an understanding of Building Services.



Main Responsibilities

  • Co-ordinate the service in order to deliver added value facilities Services by constantly reviewing and looking for service improvements.
  • Delivery of site specific Facilities that are dependably fit for purpose, safe, secure and legally compliant.
  • Management of compliance to NGED’s policies and standards for Safety, Health and Environmental standards including facilities contractors and suppliers.
  • Managing effective local delivery and performance of contracted service to agreed SLA’s and KPI’s.
  • Drive customer excellence across all facilities activities co-ordinated in your area of responsibility.
  • Undertake the role of responsible person’s representative to manage all aspects of Health, Safety and Environmental associated with facilities management activities, supported by Local Management Instructions.
  • Deliver compliance to meet the Contractor and Engagement policy standards.
  • Deliver compliance to meet the Procurement Management Instruction.
  • Support the Facilities Manager in accident and near hit reporting.
  • Assist in promoting a one team culture within our team and wider local contractor teams.
  • Project management of small Facilities projects.
  • Receive, sort and distribute incoming, and outgoing mail.
  • Purchase and issue stationery according to purchase agreements and guidelines; co-ordinate orders for printed stationery.
  • Maintain noticeboards in a tidy and orderly way and ensure that appropriate information is circulated to staff and placed on noticeboards in a timely manner.
  • Arrange and co-ordinate repairs and maintenance of buildings and equipment.
  • Resolve internal and external customer enquiries.
  • To assist with the co-ordination, organisation, recording and production of contractor, visitor and tenant identity cards.
  • Deal with the day to day administration of the access control systems.
  • Arrange for corrective action and repair of CCTV and Alarm systems where required.
  • Receive, check and prepare suppliers invoices for payment.
  • Make reservations for meeting rooms.
  • Maintain computer based record systems as appropriate within Facilities.
  • Raising and Processing of Purchase orders and Invoices.
  • Co-ordinate information technology and telephony requests to suppliers.
  • Assist with the performance management/measurement of Facilities contracts.
  • Exercise cost awareness and be part of the process exercising budgetary control over specific areas of Facilities activities and preparation of financial control documents.
  • To take charge and run the reception area as required.
  • To maintain a clear and detailed log of all Procurement Card transactions.
  • To assist with the recording and ordering of operational keys as required.
  • Contribute to contract review meetings with contract account managers following a standard format across all sites when required.
  • Assist in maintaining the environmental ISO14001 standard at key locations.
  • Supporting the Facilities Manager in preparing and testing local emergency preparedness and supporting site emergency teams.
  • Contribute to the administration of operational budgets and projects.
  • Responsible for ensuring adherence to specified internal controls and procedures.
  • Provide short term cover for the Facilities Manager.


Candidate Requirements


You will demonstrate excellent customer service and communication skills including being confident on the telephone. Experience in people management and development skills including leading and coaching teams are also essential to be successful in this role.


You will have an understanding of basic project management, budget awareness and contract management skills along with being able to use your initiative and work with minimum supervision.


NEBOSH or a willingness to work towards this qualification is desirable along with experience of stakeholder management and an understanding of Building Services.


The successful candidate may initially be appointed on a designate basis.