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Facilities Operations Coordinator
2 months ago
Facilities Operations Coordinator
LOCATION: Integral UK
PRIMARY OBJECTIVE:
The individual in this role will support the management of the Computer-Aided Facilities Management (CAFM) system and provide administrative assistance to the management teams. This includes ensuring adherence to contractual obligations and addressing service disruptions effectively.
ROLE DIMENSIONS:
To deliver a prompt and efficient service as an essential member of the facilities team.
REQUIRED KNOWLEDGE, SKILLS, AND EXPERIENCE:
A solid understanding of helpdesk operations, with the ability to follow directives while also demonstrating initiative. Essential skills include: excellent communication abilities, a professional telephone demeanor, basic knowledge of databases, proficiency in word processing and internet navigation, and a flexible approach to work and time management. The candidate should be eager to learn about service standards, payment processes, and become familiar with client expectations to assist the broader team in fulfilling contractual responsibilities.
KEY RESPONSIBILITIES:
- Manage the CAFM system by logging reactive and planned tasks, communicating necessary information to responsible parties, and keeping clients informed as needed.
- Maintain an accurate audit trail within the CAFM system from task initiation to completion.
- Ensure all statutory and compliance Planned Preventative Maintenance (PPM) tasks are executed within designated timeframes and documented appropriately.
- Collaborate with the Engineering Supervisor to schedule subcontractor engagements in advance, ensuring compliance with contractual obligations.
- Handle Requests for Information promptly and efficiently.
- Oversee the extension of time process, ensuring necessary approvals are obtained and accurately recorded.
- Analyze and interpret data to fulfill management and client requirements.
- Assist in the creation of the weekly newsletter.
- Coordinate work bookings with buildings through calendar invitations, providing updated information on risks and impacts.
- Adhere to safe working practices, complying with Health and Safety regulations, COSHH, waste management, and other legislative requirements.
- Document and report all accidents and incidents as necessary.
- Contribute to the effective functioning of the Facilities Management department.
- Maintain awareness of site policies, procedures, and objectives related to the administration and helpdesk services.
- Provide clerical and administrative support to the management team, including word processing, filing, reception duties, and general office tasks as required.
- Perform additional duties as assigned by the management team in relation to operational needs.
- Assist with monthly invoicing, engineer time tracking, and end-of-month tasks.
- Conduct contractor vetting to ensure proper setup and processing through established methods.
- Generate and issue purchase orders for reactive and planned works.
- Conduct inventory checks for the engineers' store to ensure all items are current.
- Compile information for the monthly client audit, ensuring all actions are addressed.
PERSONAL AND PROFESSIONAL DEVELOPMENT:
Engage actively in personal development initiatives.
HEALTH & SAFETY RESPONSIBILITIES:
It is the responsibility of the individual to comply with all current health and safety legislation and Integral UK's Safety Policy, attending all required training sessions, both statutory and mandatory, in line with the organization's commitment to health and safety compliance.
