Facilities Coordinator

6 months ago

Long Marton, United Kingdom Porterbrook Full time

Our mission is to provide high-quality, digitally-enabled rolling stock solutions that help deliver a safe, efficient and sustainable railway- Since 1996, our investments have totaled over £3bn, including the commissioning of over 2,500 new passenger and freight vehicles. We plan to invest over £1bn into UK rail in the coming years to deliver high quality new and refurbished vehicles for passengers and freight customersBut financing new trains is not the end-game. Our asset stewardship role includes management of assets to ensure performance, safety and long-term suitability over their full economic life**About the team**Key Responsibilities

**Role Purpose**
The Facilities Coordinator is accountable for all aspects of the administration required to run the operational site effectively. This includes contract management for customers, managing the accounting in conjunction with the Finance Function, management of payroll information, procurement support and general administrative duties
- **Responsibilities**
- Ensure all office facilities are in a good state of repair and are regularly maintained and validated as part of a daily site tour and inspection checklist
- Deal with and escalate all office related health and safety issues
- Manage the stationery and other consumables for the site (including the Control Tower), ensuring that a good supply is available at all times
- Carry out the testing of fire alarms and emergency lighting at the Long Marston site and record the results, reporting defects back to the Facilities Manager for remediation
- Support site events/liaison with management of site events to ensure that all items are sourced and in place prior to meetings. These can include, VIP visits internally and externally, including Network Rail, Stratford District Council, Warwickshire Police, British Transport Police and others. Escalation of issues to FM
- Escalation of Office Related issues to the appropriate contractor, keeping the Facilities Manager informed of task and progress
- Supporting the Facilities Manager with the administration of contractors coming to work on site
- Assist the FM in managing essential services such as maintenance, cleaning, catering, waste disposal and recycling and other planned maintenance activities by acting as first line support for queries relating to Facilities Management, escalating where appropriate to the FM
- Manage all financial processes, with support from the Finance team to ensure that all customers are invoiced according to the terms of their contract and against the rate card for services and support the credit control processes
- Manage the payments for all services onto site including utilities
- Maintain a tracker for spend on site to keep track of budgets and overspends for services we use
- Ensure that all chargeable services are invoiced to the customers, based on information from the operational staff timesheets
- Manage the re-charging of power to customers, ensuring that this re-charge is reflected in the invoice accurately
- Raise requisitions to create Purchase Orders (PO’s) in line with the Porterbrook processes, ensuring these are raised in good time and are approved in line with the delegated authorities
- Manage the supplier procurement process including the receipting process through the Delphi system
- Co-ordinate the inputs from timesheets for the payroll of all staff based at the Long Marston Rail Innovation Centre, ensuring that these are delivered accurately on time in line with the Porterbrook processes
- Manage the payment of personal expenses through the petty cash as required
- Work closely with the Safety and Environment Delivery Partner for site to:

- Keep all safety board’s up to date ie: insurance certificates safety notices where boards are up and visual in offices around the site
- Check fire alarm testing and emergency exit lights to all buildings on site in line with Health and Safety
- Make sure all fire extinguishers are serviced when required in line with Health and Safety
- Complete supplier accreditation forms as part of the supplier onboarding process
- Ensure that the supplier list is maintained and up to date and when they may be expiring
- Completion of a SSA when a PO request is over a certain amount in line with the procurement process
- Searching for new suppliers to onboard for services which we require for sit
- Management of cleaning standards at Long Marston and escalation of any issues to the Facilities Manager for remediation
- Act as first point of contact for Long Marston for internal and external events on site (excluding Rail Live). Escalate any issues or decision points as necessary to the Facilities Manager

Skills, Knowledge and Expertise

**General Requirements**
The role requires an experienced Facilities Coordinator, ideally with a background in financial management along with broad general administration experience
- **Qualifications**
- English Language and Maths GCSE (or equivalent

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