Estates and Facilities Management Coordinator

2 weeks ago

Coventry, United Kingdom Collegiate AC Ltd Full time

**KEY RESPONSIBILITIES**:
The Estates and Facilities Coordinator will be responsible for the support and coordination of Estates and Facilities services across the national estate.

This position is to assist in the coordination on all matters relating to the provision of the FM services across the national sites. This includes health & safety matters and the efficient operation of all Facilities Management, including reactive, planned and project related services.

It is a requirement of the role that harmonious relationships with all users of the buildings across the estate are maintained.

**Coordination**

**- **Responsible for assisting in the coordination and delivery of day-to-day Facilities Management across the national estate
- Support in the coordination and delivery of an effective maintenance service
- Coordinate the provision of concise information to the national estate and the associated teams relating to issues, the action taken, and resolutions achieved
- Support in the coordination for the efficient and effective utilisation of labour, materials, plant and equipment within the allocated budgets
- Work with the Estate and operational teams to ensure the satisfactory completion of all projects to meet agreed deadlines
- Liaison with the company’s personnel department on the coordination and development of staff training templates
- Coordinate and support in the management of building maintenance, supply of stock and services
- Support in the daily coordination of specialist and technical sub-contractors ensuring all sub-contractors deliver their contract responsibilities whilst adhering to Health and Safety on site
- Coordination and population of asset and compliance policies, supporting in the maintaining of Health and Safety Procedures in accordance with company policy
- Responsible for the coordination and development of remedial action plans for all building fabric defects internally and externally
- Support in the control and coordination of all planned and reactive maintenance in compliance with the FM contract delivery and statutory compliance legislation
- Coordinate the production and upkeep of asset schedules, scopes of works, contractual documentation and policies
- Effective ability to co-ordinate, receiving input from others whilst retaining control of the process

**Policies and Procedures**:

- Support the Estates and supporting head office functions in the development of robust computer aided facility management systems
- Collate and produce essential minutes for the key Estates and Facilities functions and associated meetings, including in house and external supply chain meetings. Including the production of reports and initiate action plans in connection with the day-to-day operational running of the national estate
- To support in the development and updating of essential policies and procedures
- Maintain full and constructive communication with the Head of Estates and Facilities Manager and any other parties connected with the operational delivery of the estate functions
- Maintain full and constructive communication with the company’s representatives, subcontractor’s suppliers, and any regulative authorities/companies
- Liaise with key personnel within the business with regards to operational and quality procedures, health and safety, procurement and finance
- Establish a sound working relationship with colleagues
- Deliver a quality service to the requirements of the national estate, supporting in the compliance requirements and operational parameters

**Report Preparation**:

- Support in the production of essential monthly written reports and presentations with regards to Estates and Facilities Management issues across the national estate

Please note that due to the nature of the business and this specific role there are a large number of ad-hoc tasks which occur throughout the year - the JD is not exhaustive

The nature of the role means that you may be required to work outside of your hours (move in weekends, summer etc). Travel may be required

**PERSON PROFILE**:
**Experience**
- The individual should be able to demonstrate at least three years’ experience in a similar role

**Ability**
- Excellent communication skills, both verbal and written, together with a high level of computer literacy

**Knowledge**
- Have a good understanding of the associated administrative processes in the day-to-day delivery of Estates and Facility management

**Collegiate Standards**
- It is your personal responsibility to work within Collegiate’s policies, procedures and processes at all times. For the purposes of clarity, this includes but is not limited to, items such as our employment policies, health and safety policies, equal opportunities, data protection, compliance and money laundering responsibilities
- All employees will act in accordance with appropriate professional and legislative regulations and codes of conduct
- The Company expects all employees to mainta

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