Facilities Management Coordinator

6 months ago

Newcastle upon Tyne, United Kingdom Mitie Full time

**Role Overview**

The Facilities Coordinator role is to be the customer facing representative for our services and to bind together the various facilities services to act as one convenient point of contact to the building user. The purpose of the role is to enhance the customer experience by building and maintaining an excellent relationship with the occupants and exceeding their expectations on a daily basis.

As a Facilities Coordinator, you will set consistently high standards across your allocated area and share best practice with the rest of the team to ensure service delivery meets the needs of the customer and exceeds them wherever possible.

Facilities Coordinator to work in a team that constantly communicate together and keep each other updated in relation to all areas within the business.

**Main Duties**
- Ensuring a tidy and clean appearance across the floor, at desks, collaboration spaces and break out areas. Reporting any issues to the floor leads/Client.
- Facilities Coordinator will be the first point of contact for FM related issues, and will take responsibility for logging calls on behalf of building occupants, ensuring they are directed to the correct department.
- Facilities Coordinator to have regular communication and monthly meetings with Facilities Manager to communicate and update on any issues, queries and outstanding works.
- Logging and chasing work orders on behalf of the client and Facilities
- Communicating FM activities on their floors, to all relevant tenants/FM leads
- Maintain a visible presence on the floors.
- Actively walk the floors to check shared areas are kept clean and tidy, and to ensure we are proactively assisting building occupants.
- Facilities Coordinator to assists and conduct lockers reset in line with the client's procedure.
- Facilities Coordinator to play active role during Fire Emergency in line with the building procedure.
- Assisting in shared meeting room set up in the conference suite floor, making sure that any specific requirements are taken into account.
- Assist with management and coordination of small works on the floors.
- Assist in staff inductions, providing an overview of how agile working is successful within the building, explaining health and safety elements such as fire alarms and also general way finding information.
- Facilities Coordinators to assist with sub contractor Building Inductions.
- Maintain constant communication with all other service lines to ensure seamless delivery to building occupants.
- Fulfil all reasonable requests from both visitors & colleagues to ensure their comfort, satisfaction and safety at all times
- Co-ordination and collation of management information as required by the Facilities Manager (reports, reportable service failures, work volumes, contract performance, audit results).
- Facilities Coordinator to schedule, oversee and escort when necessary external contractors in line with the client's procedure.
- Work together with the FM team to complete VIP meet and greets to site.
- Undertake periodic reviews of service delivery to find areas of improvement and cost savings for benefit of customers and the business.
- Facilities Coordinator to attend any training assigned to the role.
- Facilities Coordinator to monitor and complete on time any training assign on iLearn.

**What we are looking for**
- Proven experience within a strong customer service environment
- High quality interpersonal skills, with excellent written and spoken communication skills both to individuals and groups
- Self-disciplined and able to work on own initiative with the ability to make decisions without referral to line manager
- Experience in using CAFM systems - logging jobs, running reports, raising purchase orders etc.
- Flexible and adaptable approach to work with good problem-solving skills
- Ability to deal positively with conflict situations
- Attention to detail, a focus on standards, methodical and organised
- Computer literacy, competent with the Microsoft Office suite including Word, Excel, PowerPoint and Outlook and the ability to support printing and audio-visual solutions
- Valid formal Health & Safety qualification e.g., IOSH (1 or 5 day) is desirable.
- First Aid and Fire Marshall training will be provided.
- Always remain calm, patient, and polite when receiving customer feedback
- Be helpful and go out of your way to help guests, employees, and the public

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