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Facilities Management Coordinator

2 months ago

London, Greater London, United Kingdom Savills Management Resources Full time

About the Role

We are seeking a highly organized and detail-oriented Facilities Management Coordinator to join our team at Savills Management Resources. As a key member of our Facilities Management team, you will provide administrative support to our Facilities Managers, ensuring the smooth operation of our facilities and providing exceptional customer service to our internal and external stakeholders.

Key Responsibilities

  1. Work closely with the Facilities Management team to provide administrative support, including learning the key aspects of the FM role and providing support during periods of leave.
  2. Develop a deep understanding of our corporate supply chain process, management agreements, and services offered, as well as our key policies and procedures, legislation relating to handling client monies, and the roles undertaken in Client Accounting, Credit Control, and Treasury.
  3. Assist with raising work orders for the Facilities Managers on our chosen client system and check and approve costs under £500 for FMs, including routine PPM costs.
  4. Update and assist in closing actions from compliance documentation and Health & Safety Audits, and instruct works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorisation limits.
  5. Ensure all statutory documentation is in place, requesting where necessary, and compile and complete client Monthly/Quarterly reporting and attend client meetings to support and present data.
  6. Monitor and update all client portals as required, track outstanding Work Orders via Planon, and review compliance documentation & customer satisfaction surveys on Planon.
  7. Review PPM planners for each property, using data from Planon to review accuracy of PPM planners, and track insurance claims, contacting insurers with claims information and tracking response/actions.
  8. Provide cover for other FM Coordinators within the team as required, and perform general administrative duties such as filing, data input, meeting and travel booking.
  9. Other ad-hoc duties as required, including Facilities Management post and stationary requirements.

Requirements

  1. At least 2 years of experience in an administration role.
  2. General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard.
  3. Reliable, helpful, and well-presented.
  4. Ability to work in a team or alone.
  5. Team player with strong customer service skills, able to provide a helpful and polite service.
  6. Pleasant telephone manner and efficiency in relaying messages and taking instructions.
  7. Excellent communication skills.
  8. Able to take comprehensive minutes of meetings.
  9. Ability to deal with confidential information.
  10. Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
  11. Able to work under pressure to deadlines.
  12. Careful and conscientious with an aptitude for attention to detail.
  13. Willingness and ability to learn on the job, keen to undertake training and career development.

Desirable

  1. Proficient in a full range of Microsoft applications including Word, Excel, PowerPoint, Access, and Outlook.
  2. Broad knowledge of office administration within a facilities management/property management environment.
  3. Experience of dealing with senior level staff confidently with excellent verbal and written communication.
  4. Experience and knowledge of helpdesk systems and procedures.
  5. Data input experience.
  6. Experience working within a Facilities Management team.
  7. Understanding of Health & Safety Legislation.

Working Hours - 09:00 – 17:30