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Facilities Operations Coordinator

2 months ago

Manchester, United Kingdom Anonymous Full time

As a Facilities Operations Coordinator, you will play a vital role in supporting the Business Support Manager along with Branch Managers throughout the UK and Ireland.

The primary objective of this position is to oversee the operational management and delivery of facilities services under the guidance of the Business Manager.


Key Responsibilities:
Provide comprehensive administrative assistance to the Business Support Manager.

Main Tasks and Deliverables:
Coordinate daily incoming requests reported by Branch Managers across multiple locations.
Document all requests promptly and maintain ongoing communication regarding progress updates.

Deliver a complete service from initiation to completion.
Manage planned preventative maintenance (PPM) to achieve 100% compliance across the portfolio.
Engage effectively with all stakeholders to ensure a reliable point of contact.
Process all purchase orders efficiently.
Scrutinize costs presented by suppliers and contractors to ensure optimal value.
Cover reception duties and perform general administrative tasks as needed.
Keep compliance files updated, providing branch managers with access to statutory property documents.
Gather and record sustainability data, focusing on Environment, Social, and Governance (ESG) criteria.
Assist with insurance-related matters, including building and personal claims.
Develop a new contractor management database and oversee its implementation.
Support the Business Manager with ongoing projects, coordinating with contractors and attending meetings.
Input all business rates applications while liaising with local councils.
Assist the Business Support Manager in supplier negotiations for service renewals and ensure service level agreements (SLAs) are met.
Support the Business Support Manager with CAPEX requests and their administration.

Skills and Experience:
Attention to detail
Experience in work scheduling
Ability to create and manage monthly compliance reports
Understanding of legislative practices
Proficient in IT (Excel, Word)
Customer-oriented with empathy and motivation
Proactive, innovative, and forward-thinking
Ambitious and creative
Capable of managing personal workload to a high standard

Desirable:
Familiarity with business operations
Knowledge of Building Management Systems (BMS)
Understanding of ISO 9001 standards
Health and Safety knowledge (training available)
Market and Value Proposition awareness

What we offer:
Standard working hours from Monday to Friday, with core hours from 8:30 AM to 5:00 PM
Opportunity for hybrid work arrangements after training
Pension plan
Competitive salary
Cycle to work scheme