Facilities Management Coordinator

1 month ago

St Helens, 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**
- Log Helpdesk requests onto QFM system
- Allocate Helpdesk jobs and monitor to ensure completion within set timescales to avoid financial penaltiess
- Notify damage to the school, establish and recover cost
- Request extensions for tasks which may not be completed within set timescales and maintain record of requests and results
- Liaise with contractors to arrange attendance or request quotes
- Maintain a record of contractor DBS numbers, advising school of name and DBS number when contractor on site
- Maintain planned maintenance regime, allocating tasks ensuring all paperwork and reports are completed and filed correctly
- Prepare monthly reports for Helpdesk jobs, Planned Maintenance jobs and penalty deductions
- Maintain record of planned maintenance purchase orders, arranging attendance by contractors and requesting renewal quotes when due
- Goods receipting purchase orders when goods received or works completed
- Follow up with supplier when goods not delivered or works not completed
- Liaise with the school to arrange Small Works, raising PO and recovering costs when completed
- Raising invoice instruction requests for fees and recoveries in respect of damages, Small Works, Lifecycle works etc..
- Submit monthly meter readings online
- Provide Finance with month end information
- Raise purchase orders on COUPA and SAP systems ensuring correct cost allocation.
- Checking and inputting overtime for salaried staff

**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.
- Always remain calm, patient, and polite when receiving customer feedback
- Be helpful and go out of your way to help

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