Facilities Coordinator

6 months ago

Farnborough, United Kingdom ADS Group Ltd Full time

**Role Outline**

Farnborough International requires a Facilities Coordinator to help deliver the highest level of operating efficiency and service across the Farnborough International site.

The Facilities Coordinator will assist in managing the facilities of the buildings and wider site occupied by Farnborough International as well as supporting the offices occupied by our parent company ADS in both Farnborough and London.

They will operate a CAFM system to manage a network of infrastructure services across the whole of the Farnborough International site and through a range of permanent buildings. These buildings include the offices, warehouses, supplier buildings, toilet blocks, semi-permanent halls and chalets, and the flagship Hall 1 Venue.

They will assist in being responsible for ensuring that the Farnborough International site and venue operate as smoothly as possible for all parties involved, including all organisers, clients, internal teams and supply partners. The role will work very closely with the Event Management team to ensure that the venue is ready for all events and the needs of the customer are at the heart of every decision.

They will support the Head of Facilities and Security in managing a range of official supply partners to the venue and ensure that performance levels are consistent, client focussed and the highest standard.

**Role Responsibilities**

**Primary**

Facilities Management
- Update, monitor and manage the CAFM system, dealing with all requests in a timely manner.
- Operate the FIL Helpdesk within the CAFM system which would be applied to the Airshow.
- Coordinate with the supply partners and their teams to ensure they are motivated, engaged and delivering to the highest standards possible.
- Administration of internal business operations i.e. vehicle management, ID cards, furniture requirements, signage requirements.
- Obtain supplier quotes as required.
- Log and track the condition of the site and venue buildings via a dilapidations process for each event.
- Work with the Event Management team in ensuring the venue is ready to support the needs of each event and reset ready for following events.
- Assist with the coordination and management of all cleaning and waste operations across the site for the offices, venue, and the Airshow
- Raise and track purchase orders and invoices for all relevant areas of event and facilities services.
- Attend internal event planning meetings when requested.
- Assist Head of Facilities and Security and wider team

Communications & Managing Relationships
- Proactively establish and maintain effective internal and external working relationships with all support departments, clients, organisers and suppliers.
- Ensure internal and external customer needs are met by monitoring progress of customer requests, queries and responses.
- Monitor and manage supplier performance.
- Translate suggestions for improvements into practical actions.

Risk Management
- Proactively identify safety and security risks to assist in planning and management of safety and security services.
- Proactively feedback and raise issues to Health and Safety team and/or Head of Facilities and Security for improvement/best practice.
- Ensure that activities, and those of suppliers directly managed, are carried out in line with company H&S Policy and procedures.
- Assist in ensuring that buildings and the wider site are maintained to the appropriate standards as per legal and contractual arrangements.
- Assist in following up on reported hazards that they are repaired and rectified in an appropriate timescale.
- Manage CAFM systems and ensure it is effectively used across the business to track activities.
- Demonstrate a competent understanding and use of IT systems ensuring internal systems are used consistently.
- Develop understanding of supplier systems (Wi-Fi and hall connectivity, AV products etc) and ability to match technology to customer needs.
- Strive to utilise technology to simplify operations, making them more efficient wherever possible.

Customer Experience/Experiential
- Interpret client needs and influence supply chain and other stakeholders in putting the customer experience first.
- Uses the customer point of view to simplify the customer journey and experience, making improvements to the customer experience both pre event and onsite.
- Ensure the needs of the wider business are considered in the planning of all works and tasks, giving priority to the customer journey and experience.

Best Practise & Innovation
- Identify and recommend best practice for own areas of work, seek out best practice and solutions.
- Continually review own ways of working in the interest of continuous improvement and innovation.
- Encourage innovation and share best practise with wider Operations team and company.

The above responsibilities are not exhaustive and may be added to or amended as required. In addition, there may be a requirement to undertake specific proje

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