Facilities Management Coordinator

4 days ago

Larbert, United Kingdom Mitie Full time

**Job Overview**:
**Job objectives and responsibilities**

This is an integral role in the delivery of FM services and in maintaining high standards of service throughout the building; acting as an ambassador for both MITIE and Network Rail.

You will be accountable for the FM services delivery across the Network Rail sites as well as being responsible for all FM communication to the Network Rail colleagues. You are a key part of every customer's journey and experience whilst in the building and are an ambassador to exceptional customer service.

Establishing great relationships with our Customers and inspiring the team to take full ownership of all FM services are key to this role as well as driving the FM Customer service agenda across our service teams. By doing so, this role will make a real contribution to making Network Rail's workplace a fantastic working environment.

You will facilitate and manage the delivery of specific FM services within designated areas of Network Rail. Providing a positive, professional and seamless link between FM teams and various supply partner teams, Network Rail colleagues and their visitors. As a highly motivated co-ordinator the key focus for this role will be to create a single and visual point of contact for employees regarding all day to day FM service requirements, providing exceptional customer service, building strong relationships & communication streams between colleagues and the FM teams, while maintaining an approach of continuous development.

**Main duties**
- Facilitate the delivery of all FM related services within your area whilst ensuring customer requirements are met and their needs are anticipated at all times, to be proactive in delivery
- Engage with all MITIE partners so as to ensure a collaborative and efficient approach and a swift response to all service requests. This will require continual communication with the FM Helpdesk and service managers/supervisors in addition to keeping the customer up to date at all times
- Full responsibility for regularly updating Network Rail colleagues, face to face, on progress of tasks being carried out which have been reported by them and seeking their comments and feedback as and when appropriate Proactive ‘visual maintenance' of communal floor areas, including hubs, staircases, coffee points and copy areas, engaging with the relevant FM teams as appropriate
- Take full ownership of all aspects of meeting rooms including housekeeping, AV equipment and fabric and environment
- Responsible for assisting with the updating of CAFM on the progress of logged jobs
- Report issues through the Helpdesk as and when they occur, ensuring that all service requests reported are monitored and completed satisfactorily within your area and within the agreed SLA's
- Hold monthly meetings with occupants, and stakeholders, building sustainable and harmonious relationships between building occupants, and the WPM teams
- Provide monthly updates of staff moves within your area
- To work alongside the Customer in a consultative manner offering support and guidance on areas of practical Quality, Health,Safety and Environmental.
- To administer and control purchase orders on instruction from Customer in line with company procedures
- To take a hands on approach with the mailroom activity ensuring all processes and procedures are followed correctly
- To be responsible for all compliance documentation ensuring all documentation is regularly updated and maintained
- To deputise for the Workplace Manager as and when required where there is no Senior Workplace Co-ordinator is in place
- Adhere to Quality, Safety, Health and Environmental policies and procedures on site and to MITIE's policies and procedures.
- Line management of the Mailroom and Delivery team including authorising overtime and holiday request forms where no Senior Workplace Co-ordinator is in place
- To be flexible in approach to work patterns and systems to maintain the standards required
- Adhere to any reasonable management requests from line managers or client contact
- Act as a first point of contact and advise end users on all aspects of mail and distribution services where no Senior Workplace Co-ordinator is in place

**Person Specification**
- Must have previous experience in multi occupancy and large scale account. customer service and IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation
- Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal.
- Team player with an enthusiastic attitude
- Pro-active approach
- Self-motivated and creative
- Analytical thinker with demonstrable problem solving skills.
- Good relationship and stakeholder management
- Ability to manage and prioritise workload effectively
- Clear, confident communication skills
- Customer Service orientated
- Good time keeping
- Strong leadership skills
- Observe the

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