Facilities Contract Co-ordinator

2 weeks ago

Vale of White Horse Oxfordshire, United Kingdom Atlas Workplace Services Full time

Are you an experienced and highly organized professional in the facilities management industry? Do you thrive in a fast-paced environment, coordinating multiple accounts and building strong client relationships? If so, we have an exciting opportunity for you

Atlas Workplace Services was built to be different to the faceless organisations in facilities management industry that often lack the human touch. Our ambition is to make buildings and facilities better for the people who work in them. Why do we do this? It’s simple. We know that buildings are better places to be when they are looked after by people who care.

We are seeking a skilled and motivated Account Coordinator to join our team, working from our office 5 days a week.

As as Account Coordinator you will provide comprehensive administrative support and coordination to meet the requirements of the Account Teams, ensuring consistent and proactive support to the FM Operation. The role requires the ability to work under minimal direction and communicate effectively with other staff. A flexible approach with statistical, computer and administrative skills is required.

Principle Duties and Responsibilities

* Operate the delivery of the Central Stores services in accordance with contractual obligations.

* Day to day management of Central Stores, including distribution of parcels.

* Using a forklift when required.

* Completing and collating paperwork as required ensuring compliance to the document management process.

* Carry out monthly cost benchmarking of stores items to ensure best value is being provided to the Client.

* Manage stock levels in Central Stores including ordering and payment authorisation.

* Compliance to all other relevant processes.

* Ensure that sufficient quality standards are always maintained.

* Observe all client and company statutory fire and health and safety regulations.

* Creating Contractor work packs and chasing suppliers for RAMS, attendance dates and quotations.

* Liaise with customers and operational deliver teams to arrange subcontractor planned and reactive maintenance visits

* Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the Client, providing an internal audit trail.

* Obtain and upload relevant Sub-Contractor compliance documentation and PPM paperwork against work orders and ensure the CAFM system is populated with “in-date” service records/sheets.

* Raising and issuing purchase orders in line with internal governance process, updating CAFM work logs and filing all purchase orders against work orders as per company procedures.

* Validate and receipt associated invoices against committed costs, in order to assist with Budgetary Control, escalating and resolving issues quickly.

* Ensure all costs associated with work delivery are captured and entered into the CAFM system.

* Carry out any other administrative tasks related to the contract as directed by your line manager.

* Facilitate open communication by being visible, approachable and accessible to others. Pro-actively seek to build and progress cross-functional and cross-company relationships.

* Provide safe working environments and ensure compliance with HSE legislation.

Minimum Qualifications, Certifications and Training required

* GCSE in English and Maths or Equivalent

Essential Knowledge, Skills and Experience for this role

* Good written and spoken English and a good level of numeracy

* Knowledge of Maximo or other CAFM systems is an advantage but not essential as training will be provided

* Good IT skills including Microsoft Office -Excel and Word

* Experience of working in a client-facing environment.

* Excellent telephone and communication skills.

* Excellent customer service skills.

* Able to work under pressure and to tight deadlines

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