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Facilities Coordinator

2 months ago

Coleman Street, United Kingdom CBW Staffing Solutions Full time

Facilities Coordinator - Client Direct - City of London – £43,000 + Bonus

Exciting opportunity to work direct for a worldwide real estate company at an office situated in Barbican. The successful candidate will be required to provide efficient, professional business management and improvement support across the contract.

Hours of Work:

Monday to Friday
08:30 am to 17:30 pm
Full time working in the office 
Key Duties  

People

Maintain positive working relationships with occupier contacts ensuring a professional approach is always taken.
Assist in the supervision of the in-house team and contracted service providers to ensure a customer focused service is consistently provided to the occupiers through forward planning and good communication with all stakeholders.
Maintain positive working relationships with all members of the property management team and
contracted staff to achieve a collaborative approach in the day-to-day operations of the property.
Ensure any communication received regarding the property services is dealt with in a timely and efficient manner.
To carry out any other reasonable duties as requested from time to time by the Management team. 
Financial

Maintain proper records of expenditure and spending commitments, using appropriate technology provided.
Support the service charge management processes, actively participating in the regular review of expenditure against forecasts, managing queries and providing written budgetary reports where instructed.
Check and sign contractor invoices, making sure that works are complete to an acceptable standard and ensure invoices are processed in a timely manner.
Assist in the tender and collation processes of service contracts
Support the management of soft service contracts including but not limited to cleaning, security, reception, mail room, landscaping, pest control and waste management services.
Carry out regular inspections of the landlord services to ensure standards are being maintained by the wider team, reporting deficiencies observed and working with the wider team to address these.
Manage small repairs and projects to ensure they are planned, coordinated, supervised and completed in a timely manner and to the agreed budget.
Ensure the presentation of the property and front of house services are always of the highest order. Actively audit and make recommendations for continual improvement.
Take a lead role in maintaining an online statutory compliance reporting system, coordinate upcoming inspections and the logistics of each visit in a timely manner.
Maintain clear records of actions arising from statutory inspections and audits, record works undertaken to address these using the online compliance system. Provide regular reports on statutory compliance.
Work closely with the management to coordinate training course bookings for all members of the team and communicate course details to delegates. Maintain an online training compliance system.
Coordinate disruptive task communications ensuring occupiers receive clear, concise and timely notifications.
Actively participate in the planning, implementation, monitoring and reporting of sustainability and corporate social responsibility initiatives.
Actively support the corporate and marketing events for the property. 

Package

25 days annual leave + bank holidays
Employer Pension Contribution of 7.5%
BUPA Private Medical and Dental – with family upgrade available
EAP
Health Assessments every 2 years
Life Assurance – 4x times salary
Income Protection
Critical Illness Insurance
Travel Insurance
Will Writing
Annual Eyesight tests and flu vaccinations
Enhanced family leave pay
Sponsorship for professional /educational studies
Industry leading training scheme
Discounts and cash backs across retail, travel, entertainment etc.

  Essential requirements

Minimum of 2 years’ experience in a property or facilities management environment.
GCSE in Mathematics and English (minimum grade of C/4).
Demonstrable supervisory responsibilities in past positions held.
Experience in managing/supervising front of house services.
Experience in managing financial processes including purchase orders and invoicing processes.
An understanding of statutory compliance and risk management.
An understanding of permit to work systems and processes.
Able to complete own work under minimal management, use own initiative and make decisions as required.
Experience in managing data systems and processes.
Excellent computer literacy and advanced knowledge of Microsoft Office package.
Effective communication skills, both verbal and written.
Professional, presentable, articulate and confident.
High level of time management and organisational skills.
Pro-active and positive “can do” approach.
Customer focused approach.

Desirable 

A level qualification or an NVQ in a relevant subject.
IOSH / BIFM qualification.
Good understanding of contractor interfacing.
Good understanding of Tenant/Landlord relationships.
An understanding of building systems.
Experience in managing small work projects.
Is conscious of the importance of process.
Please send your CV to Fin at CBW Staffing Solutions for more information