Facilities Coordinator

3 months ago

London, United Kingdom BE Offices Full time

**Job Title**:Facilities Co-ordinator

**Responsible to**:Head of Facilities

**Department**:Corporate Facilities

**Salary**:Competitive, to be discussed

**Location**:Barbican, City of London
- **This role would suit someone with prior experience on a helpdesk or customer service role, looking to take their next career step into facilities management.**_
- BE Offices is an award-winning provider of flexible workspace in London and throughout the UK. Our office solutions operate under multiple brands but share the same ethos of offering a quality, cost effective working environment for businesses of all sizes. We are one of the oldest in our sector, established in 1994 and have pioneered the advance in service levels to our clients both in technological development and first-class personal service. Our long list of awards are testament to our continual drive to support and develop our teams and provide the best service in our industry._
- Our vision - ‘Together, we are building the business lifestyle that everyone wants’._

We are looking for an enthusiastic **Facilities Co-ordinator** to join the Corporate Facilities team; you will play a key role in the day-to-day management of our portfolio, ensuring our workspaces run smoothly. You will oversee soft service contractors across all sites, co-ordinate planned maintenance and reactive works, review job sheets, manage quoted works and monitor service levels. You will act as contracts manager for a number of service providers including window cleaning, hygiene services, waste management, pest control, floral displays, coffee machines, water machines and gym facilities. You will also assist with the co-ordination of our in-house Maintenance operatives, purchasing materials, managing our CAFM system, following up outstanding works and uploading job sheets.

You will be dealing with landlords, building managers, service providers and centre teams every day therefore professionalism is of the upmost importance. We strive to succeed to be the best in our industry, BE Offices featured in the **Best Places to Work in Property 2020** - Top 28 Award and also achieved **Sunday Times Top 100 Best Small Companies to Work for Top 100** for 7 consecutive years. We are also **Investors in People** gold accredited.

You will be working closely with the FM team, managing our portfolio of 13 workspaces located across the UK. This is a highly varied role in which the successful applicant will drive FM performance and initiatives across our workspaces.

**Key Responsibilities**
- Be the first point of contact for clients, site teams, service providers and managing agents for resolving FM related issues
- Co-ordinate planned maintenance and reactive works, including out of hours works as required
- Review service provider maintenance reports, job sheets and authorise quoted works as required
- Build and maintain relationships with service providers, ensuring delivery is in line with contracts
- Co-ordinate contract tender process by preparing tender documents, meeting suppliers and analysing tender returns, achieving maximum value for money at all times
- Undertake regular site audits identifying areas of concern and escalating accordingly
- Ensure service providers meet health and safety requirements and facilities comply with legislation
- Manage CAFM system (Elogbooks), co-ordinating job tickets and ensuring site records are up to date
- Manage purchase orders and approval of FM related invoices against PO’s and contracts
- An active contributor to the company ‘Green Group’ promoting FM environmental initiatives
- Prepare FM and maintenance reports for the Head of Facilities as required

**Personal Specification**

**Experience**:

- Minimum of 2 years facilities or office co-ordination experience in commercial buildings - essential
- Service provider, managing agent and client facing experience - desirable
- Experience managing FM budgets and interpreting supplier contracts - desirable
- Knowledge of building services and systems - desirable
- Experience of FM service mobilisation for acquisitions or disposals - desirable

**Skills and Abilities**
- Proficient in Word, Excel, Outlook and CAFM systems (Elogbooks)
- Excellent telephone and face-to-face communication skills
- Excellent verbal and written communication skills
- Excellent organisational skills, self-motivated and ability to work unsupervised
- Confident hands-on approach with an inclusive personality and a positive can-do attitude
- Ability to work under pressure to tight deadlines or when emergencies arise

**Work Requirements**
- Flexibility to travel to sites as required
- Occasional irregular hours if required to meet business needs or in case of emergency
- Full Time Position
- **Company Benefits**_
- The following are applicable on successful completion of your probationary period for full time permanent employees only._
- **Annual Leave**_
- 20 days holiday (for your first year of employment) plu

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