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Interim Facilities Operations Coordinator

3 months ago

Felixstowe, Suffolk, United Kingdom Maritime Transport Full time
Position Overview:

This role is situated within our central office environment.

The primary responsibility includes managing and documenting service requests for all locations nationwide, coordinating with and assigning external contractors or internal maintenance teams to address urgent issues, while also communicating with end-users regarding any challenges that arise across various sites and facilities, encompassing both hard and soft service aspects on an as-needed basis.

Key Responsibilities:

  • Assign and engage appropriate resources (internal or external) to respond to and update the requester promptly.
  • Collaborate with contractors to log, track, and obtain updates on urgent service requests and scheduled maintenance.
  • Address inquiries, modify data, and reissue tasks or service requests as necessary.
  • Generate purchase orders and monitor invoice payments within our document management system to ensure timely compensation to our contractors and suppliers.
  • Provide coverage and assistance at the reception area, managing calls, coordinating courier services, sorting mail, and arranging accommodations for staff as needed.
  • Utilize the new Computer-Aided Facilities Management (CAFM) system to log and prioritize service requests for internal technicians and external contractors.
  • Assist colleagues in logging service requests and tracking their progress within the CAFM system.
  • Engage with customers and end-users (colleagues on-site) via phone, email, and the CAFM system regarding facility-related issues or inquiries.
  • Work closely with in-house maintenance personnel, facilities supervisors, and other team members to facilitate issue resolution.
  • Oversee CAFM data to ensure service requests are accurately created, assigned, prioritized, and categorized in accordance with established service level agreements.

Additional Duties:

  • Assist with the onboarding process for new vendors, ensuring the collection and organization of necessary legal documentation, and maintaining the approved contractor database.
  • Perform data entry tasks to enhance and update the CAFM system, as well as related documents in Excel and similar applications.
  • Participate in training sessions as required and provide guidance and support to the broader team and organization.
  • Undertake any additional tasks or ad hoc responsibilities as needed to meet departmental and organizational requirements.

Qualifications:

IWFM Level 2 or 3 certification is advantageous, or a willingness to pursue this qualification. Previous experience in facilities management, particularly in administrative or helpdesk roles, is preferred. Familiarity with CAFM systems (Expansive preferred), CMMS, or similar platforms is beneficial, though training will be provided.

A solid numerical aptitude, along with commercial awareness, is essential. Excellent communication skills (both verbal and written) are required to interact effectively with colleagues and contractors at all levels.

Why Join Maritime Transport?

  • Competitive salary.
  • Annual salary review (discretionary).
  • Annual bonus (discretionary).
  • 25 days of annual leave plus public holidays.
  • Life insurance coverage from day one.
  • Group personal pension plan.
  • Employee assistance program.
  • Access to excellent office facilities.

About Maritime Transport:

Maritime Transport Ltd. is a leading privately-owned intermodal transport operator in the UK, established in 1974. Initially focused on container transport solutions, the company has expanded significantly under the leadership of its owner and Group Executive Chairman.

Headquartered in Felixstowe, Maritime offers a comprehensive range of services to support both international and domestic supply chains, including container transport, domestic distribution, container storage, and ancillary services. The company is committed to delivering practical, reliable, and cost-effective solutions in a dynamic transport and logistics environment.