Facilities Management Coordinator

1 month ago

London, United Kingdom Mitie Full time

**Position Overview**

***Responsible for the coordination of FM services (Hard and Soft) across the estate including planned and reactive works and ad-hoc services. The Facilities Coordinator is responsible for day to day liaison with Clients, Sub-Contractors and building users and supporting the Lead Facilities Coordinator & Departmental Managers in meeting the obligations of the contract.

**R**esponsibilities**

***The Facilities Coordinator has a key role within the Operations Team in supporting the Management Team to ensure the delivery of the FM services are in line with the contractual requirements. Also ensuring that KPI's within their remit are adhered to and works are in line with the site specific schedule of works.
- Responsible for assigning, closing and the coordination of planned, reactive, Hard and Soft FM works
- Responsible for the work flow management of all reactive and planned maintenance tasks and records. Ensure satisfactory records are kept in the CAFM system for all work orders, making sure status reflects the work and all notes are up to date
- Ordering materials for the Operations Team and chasing up on the delivery of these where necessary to ensure the timely delivery of the required items
- Ensure your works areas are kept presentable
- Planning and carrying out Sub-Contractor inductions and issuing the relevant passes, liaising with Operations Management as necessary to link-in with any permit requirements
- Management of keys and their issuing and return
- Archiving planned maintenance paperwork
- Being the first point of call for all customer and Client enquires, liaise with the Helpdesk and other departments within Facilities Management
- Creating signage for the Operations Team
- Maintain an inventory of uniform and PPE for the Operations Team
- Raising of purchase orders as required for the Operations Team
- Provide regular updates to your line manager on operational issues
- Booking parking for all deliveries throughout the Operations department
- To ensure all departments are updated on the teams weekly movements
- Deputise for the Lead FM Coordinator in their absence
- Complete any reasonable management request in a timely manner
- Complete customer feedback calls with customers on reactive Work Orders that have been carried out

***What we are looking for**:
***Technical Competencies**

***Experience in a similar role (allocating and managing work orders, liaising with a centralised Helpdesk Team)
- Understanding of Helpdesk and CAFM system workflows
- IT literate in MS office and CAFM systems (preferable Maximo or Concept)
- Able to demonstrate the coordination of planned and reactive services end-to-end
- Must be able to achieve SC clearance

***Behavioural Competencies**

***Is confident in making decisions and follow up these decisions with action, achieving objectives by motivating and working through others
- Able to influence others to achieve desired outcomes
- Approaches challenges and problem solving in a calm logical and structured way, understanding the objective and desired outcome
- Ability to build good professional working relationships with the wider team
- Being able to view short-term targets in the light of longer-term objectives, work with agreed systems and procedures, and maintain accurate records
- To continuously pursue high standards, embrace change, recognise improvement opportunities and learn from experience
- To be well presentable with a good telephone manner
- Fluent verbally and written in the English Language
- Well organised and able to prioritise workload

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