Facilities Coordinator
2 days ago
North West London Commercial, East Lane Business Park, East Lane, Wembley, Middlesex, HA9 7NA
Job Summary:The Facilities Administrator will be responsible for supporting Management in their daily duties, which will include the administration of front-line day-to-day operational and strategic Facilities, Estates and Project Management.
Key Responsibilities:- General administration duties.
- Ensuring the successful delivery and record of work requests and site visits for the company, ensuring requirements are met and delivered on time, within cost, safely and to a high-quality using company systems, processes, and procedures.
- Management of the company's staff tracking and timekeeping system, ensuring timesheets are up to date and submitted within the required deadlines.
- Invoice reconciliation, tracking and processing.
- Administration of Facilities Management documentation and contracts.
- Maintaining the FM Team shared folder ensuring folders and documents are kept up to date.
- Organising training for learning & development requirements.
- Tracking and coordinating Health and Safety and work-related training as required.
- Ensuring the effective record of contractor attendance and contractor, third party and supplier vetting using company systems, processes, and procedures.
- Management and implementation of team induction pack and programme for new starters.
- Management of the Team meeting calendar, ensuring attendance, agenda setting and minute taking.
- Desk planning and ordering office equipment as required.
- Sourcing and ordering work equipment and materials for the cleaning and maintenance teams as required.
- Performing general clerical duties to include, but not limited to, copying, mailing, scanning, laminating, and filing.
- Where applicable, answering telephones and transfer to appropriate staff members.
- Opening, sorting, recording, and distributing incoming correspondence, including emails
- Coordinating weekly team meetings and keep up to date with diary management
- Managing team details, i.e., daily attendance records, training records and holiday records. Produce monthly summary reports and flag any issues.
- Note taking in Facilities team meetings and sending out action reports
- Processing and managing purchase orders on behalf of the Management Team and allocating equipment
- Maintaining constructive relationships with a broad range of internal and external stakeholders.
- Reporting regularly to management and other internal stakeholders as required by management.
- Building effective professional relationships within the team.
- Ensure planned maintenance activities are completed on schedule and within budget, and that urgent repairs are completed within approved timescales.
- Supporting departmental financial processing and reporting.
- Assist in the development and implementation of a multi-site maintenance, inspection, risk management and repairs programme.
- Ensure effective communication with staff and contractors (including third parties and suppliers).
- Participate in developing and improving department standards, methods and processes that will improve yours and the company's performance and efficiency.
- Proactively participate in furthering your professional development, maintaining growth in professional skills and knowledge deemed essential to the role.
- Performing other related duties as required.
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