Facilities Co-ordinator

5 months ago

Oxford, United Kingdom System C Full time

**Description**

System C is the UK's leading health and social care software and services company. Our easy-to-use IT platforms provide a complete view of the individual across all care settings, helping integrate services and improve care. We are a British company with over 35 years' experience.

We are looking for an experienced Facilities Co-Ordinator to oversee all office related activities. You will be responsible for preserving the good condition and infrastructure of all our office sites ensuring that facilities are safe and well functioning and that our accommodation is problem-free and safe so that our employees can work under the best conditions.

**Responsibilities**:
**The Facilities Co-Ordinator is responsible for the following**:

- Facilities management of our offices.
- Plan and undertake regular inspection of facilities, identifying risks, taking preventative action and managing required repairs where needed.
- Managing relationships with multiple contractors and suppliers.
- Manage third party office systems and maintenance contracts, oversee renewals or proactively source alternative options to streamline processes and ensure company requirements are being met.
- Ensure delivery schedules, quantity and quality criteria of office suppliers/contractors are met.
- Working with the Operations Manager negotiate office supplier contracts and agreements to optimize delivery and cost saving.
- Coordinate with office cleaning companies to ensure offices are cleaned to a high standard.
- Manage administrative aspects of running the office.
- Plan and coordinate all installations (telecommunications, heat, electricity etc.) and refurbishments, with support from other teams or external advisers as appropriate.
- Supervise all external contractors with assistance/support from local staff on site when required and appropriate.
- Oversee activities like parking space allocation, waste disposal, building security etc.
- Allocate office space according to needs, working with the relevant teams and Managers.
- Provide support and advice on day-to-day matters relating to Health & Safety.
- Reviewing and promoting Health & Safety compliance throughout the office including fire safety, Office Risk assessments and associated documentation.
- Proactively improve Health and Safety standards across all offices, putting in procedures and ensuring staff within those offices are following guidelines.
- Manage the upkeep of general office equipment and supplies to meet health and safety standards.
- Maintain records to ensure each office has the necessary number of fire wardens/ first aiders including training dates.
- Ensure tasks such as fire alarm testing are carried out on site each week by the appointed chief fire warden.
- Maintain a positive safety culture across all operational areas.
- Carry out DSE requirements where necessary.
- Ensure that office risk assessments and internal procedures remain current, effective and relevant.
- Maintain a record of Risk Assessments undertaken and a library of templates for others to use to carry our specialised Risk Assessments.
- Manage contractor and vendor relationships.
- Conduct site visits, inspections, and high level audits across all areas of the business to ensure the necessary levels of understanding and compliance are in place and all health and safety procedures are being adhered to.
- Manage and action the office maintenance, day to day health and safety and office supplies requests for each of the offices.

**Knowledge/Experience**:

- Proven experience as a Facilities Co-ordinator
- Experience of working with stakeholders at all levels
- Strong attention to detail and ability to work independently
- Good business acumen for problem solving
- Confidence to deal with a range of stakeholders
- Excellent time management skills and ability to prioritise workload
- Excellent verbal and written communication skills
- Drive and persistence to pro-actively raise and address issues as they arise
- Good IT Proficiency
- Personable and approachable
- Ability to meet deadlines and work under time pressures

**Mandatory Skills & Behaviours** **The Facilities Co-Ordinator must**:

- Have a full, valid driving license.
- Have the ability to handle sensitive information in a confidential manner.
- Have knowledge of Health and Safety working practices (COSH, RIDDOR etc.)
- Have NEBOSH or IOSH qualification or a willingness to undertake these or similar qualifications.
- Maintenance planning and project management.
- Experience in managing budgets and controlling costs.
- Have problem solving skills.

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