Facilities Coordinator

7 months ago

Guildford, United Kingdom CBRE Full time

**Facilities Coordinator**

**Role Purpose**

To supervise & coordinate day to day onsite operations and administration.

**Key Responsibilities**

**People**
- Act as main point of contact for tenant and customer liaison. Ensure that feedback is logged and directed to the appropriate person within the Centre Management team. Track all feedback to ensure closure. Escalate any issues to the Centre Manager.
- Create an effective, engaging, and efficient communication programme to include quarterly retailer briefings, tenants’ meetings, handbook, and regular updates through newsletters and in-centre app.
- Implement centre retailer and owner satisfaction surveys, managing results and detailing an improvement strategy to ensure year on year improvement
- Answer telephone, ensuring that all queries are dealt with or passed onto the relevant person and greet visitors to the management suite in a welcoming and professional manner.
- Collate and process expenses on behalf of the Centre Manager.
- Be point of contact for any IT issues for the Centre Manager’s team.
- Responsible for the distribution of any updates to policies and procedures to the relevant teams
- Take minutes for any meetings in order to support the centre management team
- Order any stationary as and when required, e.g. Business Cards, IT Equipment etc.

**Commerciality**
- Collate specific and meaningful anecdotal information on retailer performance to help establish the sustainability of individual retailers and category groups, aligning findings to the turnover report
- Keep the wider business and leasing teams abreast of retailer performance & footfall
- Support the Centre Manager with regards to the preparation of business/asset plans
- Support the Centre Manager / Operations Manager with the required admin support to successfully manage the relationship with key service partners including monitoring performance by KPIs, Elogbooks etc.

**Quality Control**
- Assist with any changes to processes/procedures and ensure they are distributed accordingly

**Compliance**
- Assist with monitoring and maintaining centre compliance to CBRE standard policies and procedures.
- Maintain records of accidents/incidents and ensure that reporting procedures and followed.
- Assist with the end-to-end coordination of the CBRE permits and permissions system for all contractors. This includes compiling all Health & Safety documentation, initial review of documentation, scheduling of works, monitoring of works, tracking insurance levels and expiry dates, filing control and close out reviews.
- To support environmental management initiatives for the centre, in compliance with CBRE/client policies.

**Other**
- Manage the petty cash for the centre, ensuring the correct process is followed at all times.
- Raise purchase orders for all centre expenditure and approve invoices for payment in line with procedure.
- Distribute post.
- Arrange any travel requirements for the centre management team as and when required
- Administer lost property ensuring the correct process is followed.
- Facilitate unit (vacant or occupied) inspection for leasing purposes
- Support the duty management function as a member of the management team as required.
- Any other duties as directed by your Manager in accordance with the needs of the business.

**Competencies**
- Analytical Thinking
- Commercial Awareness
- Concern for Impact
- Customer Focused
- Planning and Organising
- Results Focused
- Team Working

**Job Types**: Full-time, Permanent

Pay: Up to £30,000.00 per year

**Benefits**:

- Additional leave
- Company pension
- Cycle to work scheme
- Employee mentoring programme
- Free parking
- On-site parking
- Referral programme

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus scheme

Work Location: In person

Reference ID: 167828

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