Operations Coordinator

3 weeks ago

Reading, United Kingdom CBRE Full time

Posted- 16-Jan-2023- Service line- GWS Segment- Role type- Full-time- Areas of Interest- Engineering/Maintenance- Location(s)- Reading - England - United Kingdom of Great Britain and Northern Ireland- Global Workplace Solutions is a division of CBRE providing integrated solutions across large multi-discipline property portfolios. We are an organisation that has people at the heart of its culture and our aim for this account is to deliver an exceptional service to BT.

Our BT Workplace team provide a full range of building maintenance services to their 7,000 buildings in the UK, from commercial offices and telephone exchanges to call centres and retail shops.

We encourage new ways of working, driving innovation, whilst always living to our RISE values.

Respect Integrity Service Excellence

**The role: Operation Coordinator**
The purpose of the Operation Coordinator is to support our Regional Operation Managers and their team of Area Operation Managers. This is a demanding role and requires a strong-willed person who’s able to work under pressure and deal with colleagues at all levels.

**Key responsibilities are as follows**:

Provide operational support to the Regional Operation Manager (ROM) and their direct management team (Area Operation Managers, AOMs) including.
- Customer contact both internal and external
- Management meetings and room bookings
- Assisting with the creation of each monthly contract reports and quarterly review
- Provide administrative assistance to the wider Facilities Management team to ensure the collaborative development of the business, effective team working, and support to colleagues
- Work in a professional manner maintaining diplomacy and confidentiality in communicating highly sensitive or highly contentious information with people of all levels within the company and elsewhere
- Preparing and issuing predefined reports and presentations for both internal and external customers to deadlines to the highest standards
- Taking minutes and actions at Regional and Area operation manager meetings or AOM team meetings
- Management of the training matrix
- Management of P1 and MOP to support AOMs
- Daily Performance reporting to support each AOM/ROM
- Support with P2-P6 overdue tasks as requested by AOM/ROM
- Creation of documents to support both AOM and ROM
- Raise web quotes and obtain quotations for the region
- Govern the webquote process to ensure submission is to client expectation
- Updating and review of regional risk register
- Dealing with frequent queries from all colleagues and clients
- Tracking team holiday and sickness
- Manage the regional response for waste and security returns if required
- Building Bulletins
- Developing systems and procedures to improve the overall efficiency of the office
- Ensuring business policies and processes are effectively communicated and implemented
- Support with colleague engagement with activities such as; quarterly newsletter, social events and colleague feedback
- Any other tasks to support the operational team.

**Person Specification**:

- Good education expected, which will include an English and Math’s qualification as minimum
- Very proficient in the use of Microsoft Word, Excel, Visio, Outlook and PowerPoint
- Experience of using Dynamic and MS project is an advantage
- Experience of a similar role in a medium-sized business
- Experience within the Facilities Management sector is beneficial but not essential
- Excellent relationship building skills
- Ability to work under pressure and to strict deadlines
- Must be detail conscious, accurate and methodical in approach with strong organisational and communication skills
- Organised, able to prioritise and deliver within high pressure, business critical environments
- Able to work systematically and use own initiative, often working on more than one task at any given time
- Calm manner, able to work under pressure and against rapidly changing demands and priorities
- Able to work as part of a multi-disciplinary team, providing support to other areas of the business on occasions, as required
- Must be flexible to work outside core office hours from time to time, and to travel on occasions to other work locations.

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