Facilities Contract Coordinator

6 days ago

Newport, Newport, United Kingdom Grosvenor UK Full time
About the Role

Grosvenor UK is seeking a highly organized and detail-oriented Facilities Contract Administrator to join our team on a part-time and flexible basis. This is a remote position, but the successful candidate should be based in central Southern England or the Isle of Wight.

As a Facilities Contract Administrator, you will play a crucial role in supporting our facilities management team by performing a range of administrative duties. Your primary responsibilities will include:

Key Responsibilities
  • Data Management: Maintain and update spreadsheets and databases, ensuring accuracy and completeness.
  • Work in Progress (WIP) Maintenance: Track ongoing projects and ensure that all data is up-to-date.
  • Process Support: Assist in processing Planned Preventative Maintenance (PPM) tasks, reactive works, and additional jobs, including quotations, purchase orders (POs), and invoicing.
  • General Administration: Handle typing, scanning, filing, and travel planning for the team.
  • Coordination: Follow up with subcontractors and suppliers to ensure timely submission of reports, invoices, and other documentation.
  • IT Systems: Learn and adapt to new IT systems as required to support the team's operations.
  • Ad Hoc Tasks: Carry out any additional tasks as assigned by the Head of Hard Services.
Requirements
  • IT Skills: Proficiency in Microsoft Word, Excel, and PowerPoint is essential.
  • CAFM Systems: Experience with Computer-Aided Facility Management (CAFM) systems is an advantage but not required.
  • Willingness to Learn: The role will require learning about facilities management systems, such as fire alarms, air handling units, cooling towers, lifts, and other building systems.
Competencies
  • Communication: You must be able to effectively communicate with internal teams and external stakeholders, including contractors and suppliers.
  • Attention to Detail: Accuracy in data management and administrative tasks is crucial.
  • Flexibility: As this is a part-time role with the potential to increase hours, you must be adaptable and open to taking on additional tasks as needed.
  • Teamwork: You should be able to work well with colleagues and contribute to overall team objectives.
Health, Safety, Environmental & Quality (HSEQ) Responsibilities

We are committed to maintaining a safe working environment for all employees. You will be expected to adhere to our HSEQ policies and procedures and contribute to a culture of safety in all aspects of your work.

Working Conditions
  • Location: Remote work with occasional travel within central Southern England, including the Isle of Wight.
  • Hours: Part-time, with flexibility to increase hours as new contracts are secured.

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