Facilities Coordinator

2 weeks ago


Aberdeen, United Kingdom Waterloo Quay Properties Ltd Full time

THIS IS A 12-MONTH FIXED TERM CONTRACT TO COVER MATERNITY LEAVE, 4 DAYS / 30 HOURS PER WEEK, HOWEVER, NUMBER OF DAYS & HOURS ARE NEGOTIABLE.

**PRIMARY FUNCTION**

To provide day-to-day appropriate assistance enabling the efficient operation of the facilities team including responsibility for all associated hard and soft services and working within agreed service charge budgets in support of the Facilities Manager.

**ESSENTIAL REQUIREMENTS**
- Proven knowledge of facilities management
- Experience of working within a facilities team environment
- Proven knowledge and understanding of contracts and negotiation
- Proven knowledge of accounting and budgets
- Proven knowledge of QHSE
- Ability to communicate effectively at all levels, be a team player with a pro-active, positive and flexible approach with first class organisational skills
- Ability to prioritise workload and deal with challenging demands
- High degree of accuracy, attention to detail and problem solving
- Proven leadership skills and ability to communicate effectively at Director level
- Provision of first-class customer service

**DESIRABLE REQUIREMENTS**
- Professional Qualification BIFM and IOSH
- Knowledge and experience of purchasing procedures
- Awareness and experience of security and building control systems
- Excellent IT skills (Word, Outlook, Excel & PowerPoint)
- First Aid & Fire Warden qualified

**PRINCIPAL RESPONSIBILITIES**

**Financial Management**
- Collate information for the service charge budget
- Monitoring of service charge budget expenditure
- Ongoing review of existing contracts to ensure best quality and value
- Assisting with tendering process and awarding contracts
- Ensure all items contained in the budget are actioned accordingly
- Raise purchase orders ensuring correct approval is present
- Reconciliation of incoming invoices and process for payment ensuring correct financial approval is present

**H&S Management**
- Assist in the planning and overseeing of all on-site contractors work to ensure the workload is structured, within budgeted costs and carried out in a safe manner via risk assessments and method statements, insurance etc
- Issuing work permits to all on-site contractors
- Ensure all suppliers and contractors risk assessments and method statements are current and on file
- Recording of any accidents/incidents and report to Facilities Manager, as required
- Attendance at H&S meetings as required

**Planning & Organisation**
- Implementation and monitoring of annual Planned Preventative Maintenance schedule
- Co-ordinate routine compliance maintenance
- Carry out routine site walk arounds including follow-up actions
- Routine fortnightly property inspections and vacant property inspections and reporting any maintenance issues / health and safety issues that have been highlighted
- Organising of external contractors to carry out various risk assessments/audits (fire, water, DDA etc.) and actioning of report recommendations
- Assist Maintenance Administrator with all alarm testing
- Participate in bi-annual building evacuation exercise with qualified fire wardens, and participate in post evacuation meeting
- Co-ordinate monthly emergency light / water testing ensuring records are up-to-date and action any issues raise in accordance with legislation
- Issue and review all monthly associated building reports
- Reporting of any maintenance or fault repairs so as to provide the least disruption to any tenants’ core business
- Responsibility for FOB system including programming individual fobs, maintaining records and ensuring termination of fob access as required

**People Management**
- Ensuring first-class customer service at all times and tenant requirements are exceeded
- Adopting a culture of continuous improvement to achieve best practice
- Participation in fortnightly team meetings
- Allocation of tasks for the Maintenance Administrator
- Encourage continuous professional development

**General Management**
- Liaise with all service contractors to ensure service levels are attained
- Being second point of contact with Apardion
- Report on a monthly basis to the Facilities Manager all aspects of facilities maintenance
- In conjunction with the Maintenance Administrator be a point of contact for all QHSE related issues and be available in case of emergencies to be called out to any commercial property to deal with problems arising
- Provide reception cover for annual leave/sickness/lunch
- Assist the Facilities Manager with one-off projects, as required
- Any other duties as may be required from time-to-time.

**Job Type**: Fixed term contract
Contract length: 12 months

**Salary**: From £18,720.00 per year

**Benefits**:

- Gym membership
- On-site parking

**Experience**:

- Facilities management: 1 year (required)

Work Location: One location

Application deadline: 24/02/2023
Expected start date: 11/10/2021



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