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Facility Coordinator

5 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
The James Watt School of Engineering estates currently accommodates a varied range of functional space in several locations: James Watt South, James Watt North, Rankine, Acre Rd, Oakbank Industrial Unit as well as Oakfield and University avenues.
The Facility Coordinator ensures that the estates physical infrastructure and its related services meet the needs of the people that work in them. He/she is responsible for provision of suitable working space to staff, students, and visitors, including desk space, laboratories, teaching and research workshops.
Reporting to the Head of Technical Services, the Facility Coordinator supports the in-house facilities team with the daily operations of the space used by the James Watt School of Engineering, implementing the operational standards to deliver facilities management services in line with the School strategy for effective use of its estates, in support of growing research and teaching activities. In doing so, the Facility Coordinator will develop an effective working relationship with the University Estates and Commercial Services, ensuring effective communication toward scheduling of work, responding to demands and changing priorities.

**Main Duties and Responsibilities**
1. Managing the personnel card activation for building access.
2. Managing meeting rooms bookings.
3. Supporting safe access to facilities for repair or inspection and respond to emergencies.
4. Assisting the arrival and departure of staff and PGR students, and the effective use of desk space, meeting space and breakout areas.
5. Assisting with the delivery and uplifts of items received and to be collected by various services, including the completion of relevant documentation.
6. Setting up basic IT and AV equipment.
7. Supporting the maintenance of key facility management documentation such as building layouts, occupant details and security access information.
8. Supporting the Facilities team in monitoring and reviewing the school facilities insurance inspection regime and the safety compliance regime.
9. Ensuring first-aid and welfare space and facilities (microwave ovens, dishwashers, hot and cold-water dispensers) are being maintained to a safe standard.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**:

A1 Ability to demonstrate the competencies required for this level of post having acquired the necessary knowledge and skills in similar role

**Desirable**:

B1 Good knowledge of facility management including maintenance management processes
B2 Good knowledge of project management, asset management and design development process
B3 Good understanding of relevant health and safety policies and procedures

**Skills**

**Essential**:

C1 Good interpersonal skills
C2 Good organisational skills
C3 Computer literate

**Experience**

**Essential**:

E1 Working within the customer
- faced role or HE environment

**Desirable**:

F1 Experience of facilities management

**Job Features**
- Plan own work, preparing for specific tasks and prioritising detailed requirements and responding to demands and changing priorities.

**Decision Making**
- Clarifying requirement with the Technical Services Managers, Head of Technical Services, other Facility Coordinator and the relevant authorities, aiming to resolve facility issues and complete most tasks/jobs without reference to others.

**Internal/External Relationships**
- Act as first point of contact for all facility management operational issues for the James Watt School of Engineering
- Liaising with the School staff, postgraduate students, colleagues from University Estates Services and contractors to identify and review facilities requirements (repair, scheduled maintenance, refurbishment), monitoring feedback and implement improvements where required.
- Supporting the coordination of the facility management services with Estates and Commercial Services and contractors to deliver building fabric repairs and refurbishment.

**Problem Solving**
- Ensuring allocated budgets for space refurbishment are efficiently monitored and maintained, initiating corrective action as required.
- Monitoring and reviewing the quality of scheduled work from Estates Services and Contractors.

**Other**
- Must be self-motivated and show desire to achieve the objectives agreed with managers working towards the strategic goals set by the School

**Terms and Conditions**
Salary will be Grade 4, £21,197 - £23,715 per annum.
This post is full time (35 hours per week) and open ended.
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
3 A flexible approach to working.