Facilities Coordinator

7 days ago

Edinburgh, Edinburgh, United Kingdom Macro Full time
Job Description

Job Title: Facilities Coordinator

Job Summary:

We are seeking a highly organized and detail-oriented Facilities Coordinator to join our team at Macro. As a key member of our facilities management team, you will play a crucial role in ensuring the smooth operation of our facilities and contributing to the overall success of our organization.

Key Responsibilities:

  • Assist with a variety of tasks related to the maintenance and upkeep of our facilities, including ensuring that our facilities are stocked with necessary supplies and equipment.
  • Coordinate with vendors and contractors as necessary to ensure that our facilities are properly maintained.
  • Provide a highly professional and efficient Client Reception and Office Management support service.
  • Receive and welcome all visitors to reception, creating a favourable impression of the company through provision of a professional and friendly initial contact.
  • Ensure that provision is made to answer the telephone switchboard in a professional and timely manner.
  • Adhere to and work in line with the company security policy, including registering all visitors & contractors onto Appspace visitor registration software.
  • Ensure that reception cover and day-to-day responsibilities continue during planned periods of leave and a detailed handover is provided during these times.
  • Ensure that the provision of stationery and office supplies, consumables and catering products are always available.
  • Sort and distribute incoming mail within and between offices, ensuring that outgoing mail/packages are prepared for courier collections, arranged as required.
  • Ensure that all reprographic machines remain in good working order, providing a consistent service and troubleshooting where required.
  • Proactively manage the cleaning provider and general office conditions to the highest standard within the office.
  • Initiate documented contractor / supplier / team meetings as required to maintain full commitment to service excellence.
  • Manage planned preventative and reactive maintenance with sub-contractors to ensure the service provided is in line with full statutory compliance.
  • Conduct and commit to timely and regular workplace and safety inspections in line with Macro Quality, Health, Safety and Environment requirements and maintain good housekeeping.
  • Contribute to First Aid, Security, and Fire safety requirements.
  • Regularly update the site operations file to ensure that all aspects of the Macro Facilities service are documented and current.
  • Work in line with the Client's environmental policy and initiatives, leading by example.
  • Resolve any problems or complaints, handling all queries within the bounds of own knowledge and experience, but equally taking appropriate decisions about when to escalate issues upwards.
  • Fluent in English Language, both written and spoken.
  • Computer literate and able to use standard word processing and spread sheet software.
  • Familiarity with office network telephony systems.
  • Experience of working in a Facilities Management operation.
  • Previous experience of working in an outsourced contract environment.

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