Facilities Co-Ordinator

About The Role

Overall Description of Duties

Working within Ecotricity’s People & Places Department, the role of Places Co-Ordinator is a varied one but with the common theme of delivering an excellent level of service and support to internal & external customers and third parties for all our sites in the Stroud area, including our offices, our production site at Q Park and Forest Green Rovers football club.

As part of a busy & friendly team, the Places Co-Ordinator will be responsible for a variety of activities to support the high-quality delivery of services in several areas, including Estates & Places, health & safety, and general support to the Places Manager, e.g. on Places-related projects with the post-holder having a responsibility for third party contractors and service providers along with promoting our company values in everything they do in the role.

Department

The Places Management team provides a key frontline service for all management and employees, and liaises with external companies, contractors and agencies to ensure a safe and effective working environment. The team approach is to be fast paced and friendly but professional, with a particular focus on a safe and effective working environment.

Core Responsibilities

Places

• Providing a first line contact for the Places Management team for all internal and external customers/contractors, including our in-house cleaning team
• To work alongside the Places Manager and Places Service Team Lead with all in house projects. Supporting with chasing of quotes and contractor delivery time, including the planning and logistics of company events.
• Reduce reactive maintenance and anticipate and address maintenance and repair needs before they become major issues through regular walk arounds of each site, reporting all Health and Safety issues to the Places Manager.
• Providing all first line contact with Contractors and suppliers, ensuring communication lines are open and a full update on all works awaiting start, in progress and completion are updated to all stakeholders awaiting works completion
• Liaising with external companies regarding maintenance, recycling services and other support services ensuring a timely delivery on all products and services.
• Managing the Weekly Maintenance Schedule for the contracted Maintenance Support on site Thursdays & Fridays.
• Helping to resolve Places queries and issues for all sites via the Jira Service Desk
• Efficiently manage assets across the building and its equipment to ensure timely maintenance, repairs, and replacements whilst Maximising the lifespan of equipment, minimising downtime, and avoiding unexpected breakdowns that can disrupt operations and incur costly emergency repairs.
• Assisting in supporting colleague relocations across all buildings when required
• Finessing processes within the Places function to enable service improvements, whilst ensuring that we remain compliant with legislation.
• Identifying areas for improvement within systems, processes and all working environments, both internal and external.
• Helping to maintain accurate and timely records for all relevant sites, ensuring that pre-planned maintenance activities are carried out effectively and on time across all sites – Including Q-Park & FGR
• Liaising with Q-Park stakeholders with communications and updates on works planned, in progress and on completion.
• Helping to ensure that we remain efficient, economical, and ethical when tendering supplies and contractors
• Monitoring and organising documentation or actions required for ESOS, ISO14001 etc. to help ensure compliance.
• Provision of service excellence for internal customers in relation to office and meeting space set up, collaboration and break out spaces – providing the right tools for people to perform at their best.
• Working with the Places Manager with colleague desk and workspace redesign / relocations across all buildings as required
• Assisting the Places Manager with wider company projects – Obtaining quotes, Site visits and site walk arounds.
• Supporting the Places manager with standard project management and reporting processes. Liaising with project teams and other stakeholders. Progress chasing in order to support project delivery.
• Supporting Project management and supervising and coordinating work of contractors. Checking that agreed work by employees or contractors has been completed satisfactorily and following up on any deficiencies.
• Out of Hours On Call support to the business – managed on a rota basis. This includes out of hours on site visits when needed in the event of any incident driven activities that require on site presence from the Places Team.

Health & Safety

• Holding or committing to IOSH 4 day Managing Risk in the Workplace (Institution of Occupational Safety & Health) certification (or equivalent)
• Carrying out Risk Assessments as within our PPM Calendar and on request from the Places Manager
• Carrying out DSE monitoring of employees as required
• Assisting with the distribution of DSE equipment around the Eco Group – Standing desk, Monitor poles and Chairs
• Conducting walk arounds that report/record any potential Hazards in the workplaces, offices, courtyards and Car Parks
• Testing fire alarms, emergency lighting and carrying out fire risk assessment actions and weekly checks.
• Supporting fire drills and other H&S simulations as necessary
• Other H&S duties as may be required.

Administration

• Supporting the Team with ensuring all Places Team documentation is up to date and compliant with internal and external standards – Included All Policies and Processes.
• Assisting in the drafting or improvement of policy and guidance documentation for all Places processes, procedures, and Policies
• Ensuring all contractors follow the processes set out by the Places Team to ensure safe systems of work whilst on site – Including Permit to work, Hot works permits and reviewing RAMs before works proceed.
• Raising and processing purchase orders as and when required via Workday and Business Central for New ventures project payments and Invoices.
• Assist with the operation and maintenance of an effective filing system for the department – Including a regular review of our contractors procedure and processes
• Operating the Places Team Service Desk (Jira) and responding efficiently to requests, escalating any issues as appropriate.
• Providing administrative support to enable the Places department to function effectively and efficiently and within agreed SLAs
• Supporting the Places Manager with all new Fleet enquiries and administration including new leases, delivery and Liaising with Lease Companies for the return of Leased vehicles once Lease terms have expired.
• Providing support to the People team and People Director – specifically in relation to the purchase and delivery of colleague gifts

About You

Skill Set and Personal Characteristics Required

• A full clean UK Driving Licence
• A good understanding of ‘how things work’, though on the job training and experience will supplement that.
• Commitment to providing excellent customer service and going the extra mile.
• Ability to multi-task, and to think on one’s feet.
• Friendly and approachable disposition
• Flexibility to be able to respond to changing requirements.
• Ability to communicate effectively with people on all levels (written, verbal, visual, numerical)
• Good administration skills
• Willingness to learn.
• Excellent timekeeping

Specific Knowledge Required

• Experience with Contractor and Facilities management.
• Places databases, Jira Service Desk (can be learned on the job)
• Work Day (can be learned on the job)
• Competence in standard MS Office suite (required immediately), including Excel and SharePoint is a must

Main Customers

• Managers and colleagues at all levels
• Contractors
• Suppliers
• Agencies
• Other external parties

About Us

What's in it for you...

Healthcare plan, life assurance and generous pension contribution

Volunteering day

Hybrid working

Various company discounts (including shops, gym, days out and events)

Holiday of 25 days (plus bank holidays) & ability to buy/sell days

Cycle to work scheme, car pooling and onsite parking available

As a valued member of the team you will be supporting the Group Environmental policy and its associated targets to make the Green Britain Group net carbon neutral by 2025

Flexibility statement

The fast moving nature of the company's business means that from time to time you may be asked to perform duties or tasks outside of your original job description on an ad hoc basis. This allows the company to use it's people in the best possible way at all times and helps the employees to make make their contribution in a changing environment.

Ecotricity is Britain's greenest energy company. When we started back in 1995, we were the first company in the world to provide a new kind of electricity- the green kind.

Our mission was, and remains, to change the way energy is made and used in Britain- by replacing fossil fuels with clean, renewable energy.

We don't just supply green energy, we use the money from our customers' bills to make it ourselves too- we build windmills and sun parks in Britain. We call this 'bills in to mills'. In 2021, we started work on building two new solar parks, and now, in 2023, we're bringing geothermal energy to our customers' fuel mix, a first in the UK. We're also developing green gas mills which will generate 100% green gas from a source that we will never run out of- grass.

We don't just focus on energy though- we built Electric Highways, Britain's leading network of electric vehicle charging points, we helped Forest Green Rovers become the greenest football club in the world, and, in partnership with RSPB, we launched Britain's greenest mobile phone service, Ecotalk.

Ecotricity is an equal opportunities employer and is committed to providing equality for all