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Facilities Coordinator
2 months ago
About the Role
The Facilities Administrator plays a crucial role in supporting the smooth operation of our business. As the first point of contact for all property-related requests, you will be the key to ensuring that our store operations colleagues can focus on sales and service.
Key Responsibilities
- Accurately and politely take call information and input it onto the Computer Aided Facilities Management (CAFM) system, issuing a unique call reference number to all requesters.
- Allocate work orders to in-house engineers or third-party supply chain, taking ownership of Reactive Maintenance jobs to ensure tasks are completed in line with service requirements.
- Liaise and follow up with third-party contractors while they are attending the job and upon completion, monitoring and responding to emails received into the Facilities inbox.
- Advising requesters on actions undertaken and expected timescales for completion, reviewing CAFM for out-of-hours jobs and assigning to contractors via the CAFM portal.
- Closing completed jobs and uploading the job sheet onto the portal, raising reactive work orders as and when required.
- Ensuring stores correctly raise an incident report when property has been damaged, ensuring tasks are completed in line with Reactive Maintenance SLA's/KPI's.
- Checking and filing completed engineer/service reports, monitoring the CAFM helpdesk portal to ensure all requests have been input correctly and actioned.
- Maintaining a database of current specialist sub-contractors, tracking job progress against pre-determined KPI's and implementing escalation procedures.
- Reporting back to internal stakeholders and store colleagues on job progress and close out, uploading and amending asset information as held in the helpdesk database.
- Updating asset history with works record sheets, producing ad-hoc reports for the Facilities Manager, and vetting orders from stores and controlling expenditure.
Requirements
- Fluency in French and English is essential, with other European language skills being advantageous.
- Strong customer service and communication skills, highly organized and able to prioritize effectively to manage a busy workload.
- High attention to detail and accountability, an understanding of Facilities Management would be beneficial.
- Be proactive and a problem solver, able to use assertiveness with colleagues and users appropriately, and work alone to get results in an effective way.
- Proficient with MS Office tools (Word, Excel, PowerPoint, and Outlook).
