Facilities Operations Coordinator

3 weeks ago

King's Lynn, Norfolk, United Kingdom Integral UK Ltd Full time
Job Overview

Position: Facilities Administrator
Company: Integral UK Ltd
PRIMARY OBJECTIVE:
The individual in this role will play a vital part in the management of the CAFM system and provide administrative support to the Management Teams. This includes ensuring adherence to contractual obligations and addressing service discrepancies promptly.
ROLE DIMENSIONS:
Delivering a responsive and efficient service as an essential member of the facilities team.
REQUIRED KNOWLEDGE, SKILLS, AND EXPERIENCE:
A solid understanding of helpdesk operations is essential, along with the ability to follow directives while also exercising independent judgment when necessary. Key competencies include: effective communication skills, a professional telephone demeanor, familiarity with databases, proficiency in word processing and internet navigation, and a flexible approach to work commitments. The candidate should be prepared to deepen their understanding of service standards, payment processes, and the client’s requirements to assist the broader team in fulfilling contractual duties.
KEY RESPONSIBILITIES:

  • Manage the CAFM System by processing reactive and planned requests, communicating updates to relevant parties, and keeping clients informed as needed.
  • Maintain a comprehensive audit trail within the CAFM system from initiation to resolution of events.
  • Ensure timely completion of all statutory and compliance Planned Preventative Maintenance (PPM) tasks, with documentation uploaded for audit purposes.
  • Collaborate with the Engineering Supervisor to schedule subcontractor appointments in advance, ensuring compliance with contract requirements.
  • Handle Requests for Information promptly and efficiently.
  • Oversee the extension of time process, ensuring necessary approvals are obtained and accurately documented.
  • Analyze and interpret data to meet the needs of management and clients.
  • Assist in the creation of the weekly newsletter.
  • Coordinate work bookings with buildings through calendar invitations, providing up-to-date information on risks and impacts.
  • Adhere to safe working practices in compliance with Health and Safety regulations, including COSHH and waste disposal policies.
  • Document and report all accidents and incidents as appropriate.
  • Contribute to the effective operation of the Facilities Management function.
  • Maintain awareness of site policies, procedures, and objectives relevant to the administration and helpdesk services.
  • Provide clerical and administrative assistance to the Management Team, including word processing, filing, reception duties, and general office support as required.
  • Perform additional tasks as assigned by the Management Team in relation to operational needs.
  • Assist with monthly invoicing, engineer time tracking, and billing processes.
  • Conduct contractor vetting to ensure proper setup and processing.
  • Generate and issue purchase orders for Reactive and Planned works.
  • Conduct stocktakes for the engineers' store to ensure inventory accuracy.
  • Prepare information for the monthly client audit, ensuring all actions are addressed.

PERSONAL AND PROFESSIONAL DEVELOPMENT:
Engage actively in personal development initiatives.
HEALTH & SAFETY COMMITMENT:
It is the responsibility of the individual to comply with all relevant health and safety legislation and company policies, attending necessary training sessions as mandated.

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