Facilities Coordinator

1 month ago

London, United Kingdom Integral UK Full time

**Facilities Coordinator**
**Location**:20/22 Ropemaker Street
**Hours**:08:00 - 17:00 (Monday to Friday)

**Position Concept**

Integral UK Ltd are currently recruiting for an exciting role based at 20/22 Ropemaker Street, a new build, high rise property located in the Moorgate area. You will play a pivotal role within this contract by supporting the wider team as a “one team ethos” while ensuring we deliver our contractual obligations along with delivering excellence through the exiting journey of the building.

Key Tasks

**Duties to include**:

- Management of accounts such as PPM & reactive WIP and invoicing.
- Provide helpdesk duties.
- Acts as an interface with client, visitors, and guests. Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
- Generate purchase orders.
- Manage an accurate filing system.
- Ensure payment submissions are processed in timely manner.
- To work on variety of client systems
- General administrative duties including scanning, filing and systems updates.
- Updating, uploading and checking of the clients' online systems.
- Carry our other general office duties including photocopying and scanning
- Uploading of quotations to CAFM system.
- Raising and chasing of supplier orders including dealing with supplier queries.
- Input engineers time sheets onto the relevant systems.
- Liaise closely with the site teams and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets and holiday records.
- Assist TSM with tactical planning for the facilities team's goals and objectives.
- To record minutes during monthly & quarterly client meetings.
- Assists with receiving and dispatching of work requests to technical staff, vendors or other services providers.
- Ensures appropriate follow up with customers.
- Seeks to continuously improve processes, systems, and overall client satisfaction.
- Provides direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with mínimal disruption, as needed.
- To enable full auditable trails with for example but not limited to Invoices, timesheets, material orders and goods received notes.
- Excellent customer service skills and communication. The ability to deal with all levels of staff/management/customers.
- Enthusiasm and Proactive in achieving the highest standard of operation.
- Strong organizational skills and collaborative style needed.
- Proficient on MS office, IT and report writing skills.
- Ability to multitask and work without direct supervision - plan and manage work under time constraints.
- A high level of initiative, with drive to continuously improve the operation.
- A smart presentable professional appearance
- Integrity, honesty, and punctuality is expected
- Collaborative Team Player, who works effectively to achieve common goals.
- Excellent knowledge and use of Microsoft Excel.

**Personal Specification**:
The above is a guideline to the role and is not intended to be fully inclusive or exclusive of the duties required. At times it may be requested additional tasks/responsibilities are undertaken at Integral Management request.

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