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Facilities Coordinator

2 months ago

Stroud, Gloucestershire, United Kingdom Ecotricity Full time

About The Role

Overview of Responsibilities

As a key member of Ecotricity's People & Places Department, the Facilities Coordinator plays a crucial role in ensuring exceptional service and support for both internal and external stakeholders across various locations. This includes our corporate offices, production facilities, and partnerships with local organizations.

Working within a dynamic and supportive team, the Facilities Coordinator will engage in a range of tasks aimed at enhancing service delivery across multiple domains, including property management, health and safety compliance, and administrative support to the Places Manager. The role involves overseeing third-party contractors and service providers while embodying our company values in all interactions.

Department Overview

The Places Management team serves as a vital resource for all employees and management, coordinating with external vendors and agencies to maintain a safe and productive work environment. Our approach is characterized by professionalism, efficiency, and a commitment to safety.

Key Responsibilities

Facilities Management

  • Acting as the primary contact for the Places Management team, addressing inquiries from internal and external clients, including our in-house maintenance team.
  • Collaborating with the Places Manager and Service Team Lead on various projects, including obtaining quotes and managing timelines for contractor services.
  • Proactively identifying maintenance needs through regular site inspections and reporting health and safety concerns to the Places Manager.
  • Facilitating communication with contractors and suppliers to ensure timely updates on ongoing projects.
  • Coordinating with external service providers to ensure efficient delivery of maintenance and support services.
  • Managing the Weekly Maintenance Schedule for contracted services.
  • Addressing inquiries and issues through the service desk platform.
  • Overseeing asset management to ensure timely maintenance and repairs, thereby extending the lifespan of equipment.
  • Assisting with employee relocations and workspace reconfigurations as necessary.
  • Streamlining processes within the Facilities function to drive service improvements while ensuring compliance with regulations.
  • Maintaining accurate records for all sites, ensuring that scheduled maintenance is performed effectively.
  • Coordinating with stakeholders for updates on ongoing projects.
  • Ensuring ethical and economical practices in procurement and contractor engagement.
  • Monitoring compliance documentation for relevant standards.
  • Delivering exceptional service for internal clients regarding office and meeting space arrangements.
  • Supporting the Places Manager with project management tasks and reporting.
  • Providing out-of-hours support on a rotational basis for urgent incidents.

Health & Safety Responsibilities

  • Committing to health and safety training and certifications.
  • Conducting risk assessments and safety audits as required.
  • Monitoring workplace ergonomics and assisting with equipment distribution.
  • Participating in safety drills and compliance checks.

Administrative Duties

  • Maintaining up-to-date documentation in line with internal and external standards.
  • Assisting in the development of policies and procedures for the Facilities team.
  • Ensuring contractor compliance with safety protocols.
  • Processing purchase orders and managing departmental filing systems.
  • Operating the service desk and responding to requests efficiently.

Miscellaneous Tasks

  • Performing additional duties as assigned by management.
  • Identifying opportunities for process enhancements.

About You

Required Skills and Attributes

  • Valid UK Driving Licence.
  • Strong customer service orientation.
  • Ability to manage multiple tasks effectively.
  • Excellent communication skills across various mediums.
  • Proficient in standard office software, particularly Excel and SharePoint.
  • Willingness to learn and adapt to new challenges.

What We Offer

We provide a comprehensive benefits package, including healthcare, life assurance, and a generous pension scheme. Additional perks include hybrid working options, a volunteering day, and various company discounts. Our commitment to sustainability means that as part of our team, you will contribute to our mission of achieving net carbon neutrality.

Flexibility Statement

Due to the evolving nature of our business, you may be required to undertake tasks outside of your original job description to support the organization's needs.

Ecotricity is dedicated to creating a diverse and inclusive workplace, committed to equality for all.