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Facilities Administrator

4 months ago

Coventry, United Kingdom Integral UK Full time

**Facilities Co-Ordinator**

**The Role**

The post holder will assist in the running of the CAFM system and administrative service to the Management Team, including support in maintaining contractual compliance and mitigation of service failures.

**Knowledge and Experience**

**An understanding of a helpdesk function and able to take instructions yet at times act on own initiative. **Must have good communication skills, good telephone manner, general understanding of databases, word processing & the internet, a flexible approach will be required to work & time commitment, file management. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client to support the wider team to manage contractual obligations.

**Duties**
- To operate the CAFM System, receiving reactive and planned events, relaying information to those responsible for action and keeping the client updated where necessary.
- Update the CAFM system with a full audit trail of the event from receipt to closure.
- To ensure that all statutory and compliance PPM's are completed within the allocated time frame, and are uploaded for audit review
- The weekly review of reactive and PPM tasks, to ensure that tasks are closed in line with the SLA.
- To manage the damage process to ensure accurate records are kept and that monies are recovered in line with the contract.
- Manage the extension of time process, ensuring client representatives give approval, and this is accurately recorded.
- To interpret and analyse data to meet management and client needs.
- Input of the monthly timesheets on Vixen software for the operational team.
- To operate always with safe working practices with due regard to Health and Safety regulations, COSHH, Control of Infection, waste disposal, etc in accordance with legislative requirements and policies and procedures of IFM.
- To monitor and log all accidents and incidents as appropriate
- To contribute to the efficient and effective working of the Facilities Management function.
- The monthly upload of the meter reads into SystemsLink Software to meet energy contractual obligations.
- The postholder will be required to maintain an awareness of IFM's policies, procedures and objectives related to the successful delivery of the administration and helpdesk service.
- To provide clerical and administrative support to the Management Team, including, word processing, filing, reception, telephone, and general office duties, where necessary.
- To carry out any other duties assigned by the Management Team in connection with IFM's operational requirements.
- To actively work to ensure service failures and deductions are mitigated where possible. Appropriately logging work and allocating priorities in line with the relevant contract standards.
- To carry out contractor vetting ensuring that all contractors are set up correctly and are processed through the appropriate methods.
- To raise and issue purchase orders specific to Reactive and Planned works.
- To carry out stocktakes for the engineer's store ensuring all items are up to date.
- To ensure vehicle inspections under are carried out thoroughly, ensuring all vehicles meet the criteria on the Checklist.
- To actively carry out monthly SHEQ reports ensuring all of the data inputted is correct.

**Office Based Position**

**Part-Time Position: 25 Hours Per Week - 5 Hours Per Day**

**Flexible start times to work between 8:00am - 17:00pm Monday - Friday