Facilities Administrator

2 weeks ago

Ashley Northamptonshire, United Kingdom Bright Horizons UK Full time €30,000 - €35,000

Title Facilities Coordinator

5 per week / Monday-Friday / Hybrid - Mix of home and office-based work

Job Type: Permanent / Full Time

Location: Head Office - Northampton (Minimum 2 days per week in the office)

To take ownership of the successful and effective administration, monitoring, and performance of the contracts and CAFM system associated with the delivery of the facilities service Bright Horizons Facilities Services UK.

Flexible working and holiday entitlements

Discounted childcare

Annual gala award evening

Fantastic range of discounts on high street retailers, grocery stores, cinema tickets, holidays and more

Wide range of wellbeing resources, supporting our teams for the ups and downs of daily life

We’ve been voted Great Place to Work for the last 17 consecutive years, as well as being awarded the newly created Great Place for Wellbeing and Great Place for Women 2023.

Our support functions enable our nurseries to deliver the best possible care and education to over 10,000 children across the UK. Through this support, our nurseries can deliver excellence - with 98% of our 300+ portfolio being rated Good or Outstanding by Ofsted.

We’re on a mission to change the future for children, families, and the people we work with, and are committed to progressive working values like flexibility, work-life balance, and wellbeing.

Delivery of a customer focused facilities service, ensuring that clear lines of communication with key stakeholders (internal and external) are maintained and strong relationships formed.

Working with multiple suppliers/contractors, assist with contract administration, relationships, and performance management of national and regional suppliers.

Monthly reporting, data analysis, using both CAFM system and Contractor’s data.

Implement, Manage & support the usage of Bright Horizons own CAFM system. Ensuring the system is used correctly by both contractors and internal stakeholders by effective communication and training guides.

Establish, develop, and maintain effective working relationships with all work colleagues, contractors, and business partners. Assist the Facilities Leadership team to ensure we have accurate, complete, and up-to-date legislative compliance information at the nurseries and saved on the contractor portal. Produce monthly reports on individual and overall portfolio performance to be presented at the Keeping Everyone Safe Management Board Meetings. Escalate non-compliances and missing information to the relevant Facilities Manager and/or the contractor account manager.
• Assist with the development of suitable Repairs and Maintenance and Soft Services processes and procedures with the senior management team and documenting these systems.
• Manage the Contract Variation Procedure with both the contractor and internal finance department to ensure we provision proficiently and reconcile against monthly, quarterly, and yearly financial reporting requirements.
• Analyse Contractors portal data and BH CAFM System to produce monthly reports on contract service level agreements, call count limits and primary KPI’s.
• Attend monthly contractor meetings, creating minutes and action plans for both BH and contractor stakeholders.
• Be the first point of call for all Nursery complements and complaints relating to contract performance, including Client surveys design and coordination and monitoring of customer satisfaction and the production of reports for management.
• Reconcile open PO’s on the P2P system to ensure job completion and to finalise accounts
• To update all Facilities processes and how to guides via our BrightWeb page.

Level 3 NVQ or equivalent to business/administration

Educated level 3in either Facilities Management or Project Management

Strong in building relationships and capable of communicating at all levels.
• Please note, due to our sector all roles are subject to an Enhanced DBS.

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