Facilities Co-ordinator

3 weeks ago

Aylesbury, United Kingdom Defaqto Full time

Defaqto is a leading financial information, ratings and fintech business. Its unbiased fund and product information provided as Star, Diamond and Service Ratings, coupled with its market-leading software solutions helps consumers, financial institutions and financial advisers make better informed decisions.

We're looking for an organised and reliable **Facilities Co-ordinator **to join the team. In this role you'll co-ordinate local facilities and office management to ensure a comfortable and safe working environment for employees, with oversight provided by our central Operations Manager. This role will support with the co-ordination of:

- Office kitchen supplies
- Building and maintenance security
- Cleaning and waste disposal / recycling
- Utilities, heating, lighting and ventilation
- Office furniture and decor
- Health and safety
- Company cars
- Company social events and meetings

This role is based in our Haddenham office (HP17).

**What you'll be doing**:

- Identify and manage appropriate facilities/office management related suppliers. Ensure appropriate contracts/agreements are in place for services and regularly review such contracts/agreements.
- Ensure that all new contractors/suppliers have the relevant insurances in place prior to engagement.
- Co-ordinate building security including opening/closing processes.
- Ensure that appropriate stocks of stationery, kitchen and other facilities supplies are maintained.
- Sort and distribute incoming post and other deliveries. Frank outgoing post. Arrange courier deliveries.
- Co-ordinate the provision of Company Cars and the list of authorised drivers.
- To provide cover for the HR Co-ordinator and support the wider HR team as and when required.
- Support the implementation of health, safety, and wellbeing policy, by maintaining and updating overall risk assessments; reviewing workstation, home-worker, and maternity risk assessments; and arranging training for fire wardens and first aiders.
- Book venues for offsite business meetings and co-ordinate catering for business meetings and social events.
- Publish appropriate information on the Intranet regarding internal facilities matters and to enable employees to access external facilities-related services (e.g., couriers, hire cars, catering, venue hire, etc.) in a cost-efficient way.
- Monitor spending against budget and take appropriate action to improve cost effectiveness wherever possible. Provide input to annual budget process.
- Provide an ad-hoc reception service for visitors to the office. Provide instructions for other staff to deal with visitors appropriately when reception is unmanned.
- Plan and co-ordinate the facilities aspects of the business continuity plan.

**What you need to succeed**:
Excellent administration and co-ordination skills, with the ability to devise and implement efficient working processes and tracking systems.
- High level of computer literacy, with at least intermediate level knowledge of MS Word, Excel and Outlook - and the ability to learn new software quickly.
- Proficient level of numeracy, with the ability to handle numbers and statistics confidently and accurately.
- Good organisational skills to plan, prioritise and execute busy workload.
- Good customer service, complaint handling problem solving and influencing skills.
- Friendly, approachable and customer focused - collaborative approach to working in a team and with others across the business.
- Resourceful, pragmatic, and common-sense approach to problem solving.
- Positive and proactive, uses initiative and takes ownership - thinks through the impacts of actions.
- Methodical and diligent, with strong attention to detail and high level of accuracy
- Exercises sensitivity and discretion in dealing with confidential information.
- Flexible “can do” approach - comfortable adapting to changing circumstances.
- Inquisitive, keen to learn and to continuously improve.
- Fintel plc and all the businesses within it adopt a zero-tolerance approach to discrimination on any of the protected grounds in the Equality Act 2010._
- We are committed to providing equal opportunities to all current and prospective employees regardless of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership._
- For these reasons we strongly encourage suitably qualified applicants from a wide range of backgrounds._

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