Facilities & Workplace Coordinator

3 weeks ago

Swindon, United Kingdom RWE Technology UK Full time

**Facilities & Workplace Coordinator**

Location - Flexible

Contract Type - Permanent

Working Hours - Full Time

Closing Date - 6 January 2023

**Main Purpose of the Role**

Reporting into the Senior Facilities & Workplace Manager the Facilities & Workplace Coordinator will be responsible and accountable for the provision of effective & efficient services across their designated office portfolio.

**Key Responsibilities**
- Work to standards aligned with the duties and responsibilities of the duty holders of the premises within remit and operate to the standards developed. Serving as a deputy in a non-formal capacity recognising the importance of the fulfilment of the duties in protecting RWE from financial/reputational as well as life threatening impacts
- Act as a representative of the formal duty holder for all safe systems of work and safety procedures for the occupiers of the premises.
- The establishment, agreement and maintenance of all Facilities service standards for all buildings, to align with strategic vision of RWE TCI U and TCI CU Team in conjunction with key (internal) customers, and external service-providers
- Application of experience overlaid to contract content, service deliverables and KPIs
- Regular engagement with contractors through meetings and back to the floor days.
- Reviewing reports and data to monitor KPI’s and KSL’s.
- Retendering processes in collaboration with our Procurement department for non-core activities
- Create and define a relevant specification.
- The maintenance and statutory compliance in all specified buildings, including but not limited to: Health & Safety at Work Act 1974, Fire Risk Assessment, CDM, Asbestos, Water Hygiene, COSHH, Accident & Incident Reporting and Investigation, Fire & First Aid, Risk Assessment & Central Management Database (CMD) review, Plant Maintenance Records
- Regular meetings with RWE SME’s to review and create risk assessments.
- The formulation, reporting and overall financial management of the Facilities budget, including budget forecasting, reporting and planning. Responsibility for all work requests acting as primary reviewer and approver of expenditure. Regular liaison with RWET finance manager
- Regular meetings and engagement with contractors to challenge and review costs.
- Manage and approve all re-active costs, challenging where necessary.
- Sample auditing of costs and works to check delivery.
- Ensure the contractors fully meet the scope and quality of services within the contract to ensure the business has timely and high quality of Facility services
- Understanding contract specification.
- Manage the performance through the governance structure.
- Ensure that RWE Group companies receive a cost-effective service in line with specified requirements and agreed SLAs/KPIs
- Understanding contract specification and management of performance through the governance structure.
- Stakeholder feedback and advocacy.
- To comply with lease obligations, CIBSE, manufacturers and supplier recommendation and changes to legislation
- To work closely with the general practice surveyors within the team to ensure lease obligations are understood and dilapidations are effectively managed
- Forward maintenance regime in place and agreed.
- Regular engagement with internal and external SME’s.
- Asset lifecycle management
- Work closely with FM Partners & RWE Real Estates to ensure building assets across the FM portfolio are managed via establishment and review of robust asset registers and forward maintenance regimes.
- Consideration of sustainability in selection of any lifecycle replacement is key to align with RWE targets.
- Successful completion of ad hoc projects works to agreed specifications and time scales, and budgetary control with a focus on sustainability delivery throughout
- Gather requirements, scope and budget.
- Develop project plan, to include timeframes and resource requirements.
- Continuous stakeholder updates and engagement.
- To promote a culture of continuous improvement in FM service provision
- Contractor supplier feedback
- Plan in place for back to floor
- Review of technology, ways of working, efficiencies.

**Knowledge & Skills**
- Graduate calibre, professional management qualification or relevant job experience
- Facilities Management experience including staff and budgetary responsibility
- Knowledge of H&S issues pertaining to the provision of Facilities services e.g. ACOP
- Project management qualification (i.e. Prince 2) and experience including focus on Construction (Design & Management) 2015 Regulations.
- Asset lifecycle management with focus on sustainable delivery (ESG)
- Contract management experience
- Appropriate Health & Safety Qualifications - NEBOSH Certificate or Diploma preferred
- Member status of an industry recognised trade body (IWFM/IFMA)
- Ability to deliver best practice solutions in a proactive and autonomous manner

**What we will offer you**
- An expected starting salary from

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