Facilities Coordinator

Working within Ecotricity’s People and Places Department, the role of Places Officer/Executive is a varied one but with the common theme of delivering an excellent level of service and support to internal & external customers and third parties for all our sites in the Stroud area, including our offices, our production site at Q Park and Forest Green Rovers football club.

As part of a busy and friendly team, the Places Officer/Executive will be responsible for a variety of activities to support the high-quality delivery of services in several areas, including Estates and Places, health and safety, and general support to the Places Manager, e.g. on estate-related projects with the post-holder having a responsibility for third party contractors and service providers.

**Department**

The Places Management team provides a key frontline service for all management and employees, and liaises with external companies, contractors and agencies to ensure a safe and effective working environment. The team approach is to be fast paced and friendly but professional, with a particular focus on a safe and effective working environment.

**Core Responsibilities**

**Places**
- Providing a first line contact for the Places Management team for all internal and external customers/contractors, including our in-house cleaning team
- To work alongside the Places Manager and Places Service Team Lead with all in house projects. Supporting with administration and chasing of quotes and contractor delivery time, including the planning and logistics of company events.
- Assisting in the drafting or improvement of policy and guidance documentation for all Places processes, procedures, and Policies
- Helping with employees relocations across all buildings when required
- Finessing processes within the Places function to enable service improvements, whilst ensuring that we remain compliant with legislation.
- Identifying areas for improvement within systems, processes and all working environments, both internal and external.
- Liaising with external companies regarding maintenance, recycling services and other support services ensuring a timely delivery on all products and services.
- Managing the Weekly Maintenance Schedule for the contracted Maintenance Support on site Thursdays & Fridays in the absence of the Maintenance Lead.
- Helping to maintain accurate and timely records for all relevant sites, ensuring that pre-planned maintenance activities are carried out effectively and on time across all sites - Including Q-Park and FGR
- Liaising with Q-Park teams with communications and updates on works panned and in progress.
- Helping to resolve Places queries and issues for all sites via the Jira Service Desk
- Helping to ensure that we remain efficient, economical, and ethical when tendering supplies and contractors
- Monitoring and organising documentation or actions required for ESOS, ISO14001 etc. to help ensure compliance.
- Provision of service excellence for internal customers in relation to office and meeting space set up, collaboration and break out spaces - providing the right tools for people to perform at their best.
- Working with the Places Manager with colleague desk and workspace redesign / relocations across all buildings as required
- Assisting the Places Manager with wider company projects - Obtaining quotes, Site visits and site walk arounds.
- Support in Planning best allocation and utilisation of space and resources for all buildings, or re-organising current premises
- Supporting the Places manager with standard project management and reporting processes. Liaising with project teams and other stakeholders. Progress chasing in order to support project delivery.
- Supporting Project management and supervising and coordinating work of contractors. Checking that agreed work by employees or contractors has been completed satisfactorily and following up on any deficiencies.
- Out of Hours On Call support to the business - managed on a rota basis.

**Health & Safety**
- Holding or committing to IOSH 4 day Managing Risk in the Workplace (Institution of Occupational Safety & Health) certification (or equivalent)
- Carrying out Risk Assessments as within our PPM Calendar and on request from the Places Manager
- Carrying out DSE monitoring of employees as required
- Assisting with the distribution of DSE equipment around the Eco Group
- Assisting with the H&S Training matrix, ensuring all areas have the correct compliant level of H&S Training around the business - First Aid, Fire Marshal, Manual Handling, DSE, COSHH etc
- Testing fire alarms, emergency lighting and carrying out fire risk assessments and weekly checks.
- Supporting fire drills and other H&S simulations as necessary
- Other H&S duties as may be required.
- Ability to deal positively with change and willingness to embrace new opportunities and working practices within health & safety.
- Providing Online updates of all H&S Policy changes

**Administration**
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