Facilities Co Ordinator

5 months ago

London, United Kingdom Mitie Full time

**Job Overview**:
JOB TITLE**:FM Coordinator London**

LOCATION: Foreign Commonwealth & Development Office (FCDO)

HOURS: 40 per week

COMPANY: Mitie

REPORTS TO: FM Coordination and Administration Manager

**Main Purpose of the Job**:
Responsible for the coordination of FM services (Hard and Soft) across the estate including planned and reactive works and ad-hoc services. The Facilities Coordinator is responsible for day to day liaison with Clients, Sub-Contractors and building users and supporting the controlling Facilities Coordinator & Departmental Managers in meeting the obligations of the contract.

**Key Responsibilities & Results Areas**:
***The FM Cordinator is a key role within the Operations team providing key support to operational teams across the estate and supporting the timely, effective, efficient and compliant delivery of core contracted works across the London portfolio. This includes Planned Preventative Maintenance, Remedial works, Chargeable works and Reactive works.

**Health, Safety, Environmental and Quality.**
- Ensure strict adherence to all processes and procedures; not limited to but including; Company Documentation, Work Instructions, ISO Processes, COSHH Assessments, Risk Assessments and Method Statements.
- Creates a safety culture and environment of operational excellence through continuous improvement and builds an accident -free culture
- Supports a sustainable operation, considering the beneficial impacts on society and the environment.
- Completes all business reporting in a timely manner

**Main Duties**
- **Key skills & responsibilities**
- Responsible for assigning, closing and the coordination of planned, reactive, Hard and Soft FM works
- Responsible for the work flow management of all reactive and planned maintenance tasks and records. Ensure satisfactory records are kept in the CAFM system for all work orders, making sure status reflects the work and all notes are up to date
- Ordering materials for the Operations Team and chasing up on the delivery of these where necessary to ensure the timely delivery of the required items
- Ensure your works areas are kept presentable
- Planning and carrying out Sub-Contractor inductions and issuing the relevant passes, liaising with Operations Management as necessary to link-in with any permit requirements
- Management of keys and their issuing and return
- Archiving planned maintenance paperwork
- Being the first point of call for all customer and Client enquires, liaise with the Helpdesk and other departments within Facilities Management
- Creating signage for the Operations Team
- Maintain an inventory of uniform and PPE for the Operations Team
- Raising of purchase orders as required for the Operations Team
- Provide regular updates to your line manager on operational issues
- Booking parking for all deliveries throughout the Operations department
- To ensure all departments are updated on the teams weekly movements
- Deputise for the Lead FM Coordinator in their absence
- Complete any reasonable management request in a timely manner
- Complete customer feedback calls with customers on reactive Work Orders that have been carried out
- Development of positive working relationships with specialist contractors and supply chain.
- Positively contributes to departmental and inter-departmental professional relationships between your and other Mitie teams working within the FCDO London portfolio to achieve a harmonious one team approach.
- Proactively engages with your team and supports this within the wider FM team to create a culture of openness and trust and that creates and nurtures a great place to work.
- Contributes to a positive, can-do, high-performance environment.

**What we are looking for**:
**Qualifications Experience & Qualities**
- Experience in a similar role (allocating and managing work orders, liaising with a centralised Helpdesk Team)
- Understanding of Helpdesk and CAFM system workflows
- IT literate in MS office and CAFM systems (preferable Maximo or Concept)
- Able to demonstrate the coordination of planned and reactive services end-to-end
- Offers commitment to deliver exceptional service.
- Confident, upbeat, and ability to work alone and to timescales.
- The ability to work under pressure in a calm, positive way.
- A desire and ability to succeed through the success of your team and actively promotes the achievements of the team and individuals
- Understands under-stated customer needs and responds appropriately.
- Receptive to new ideas and looks for innovative methods/practices to improve customer service and our delivery of Services.
- Values the opinions of others and encourages diverse points of view.
- Acts as a role model for Mitie company Values.
- Maintains a high level of confidentiality.

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