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Facilities Coordinator

2 months ago

Stroud, Gloucestershire, United Kingdom Ecotricity Full time

About The Position

General 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 offices, production facilities, and associated venues.

Working within a dynamic and supportive team, the Facilities Coordinator will engage in a diverse range of tasks aimed at maintaining high standards of service delivery in areas such as property management, health and safety compliance, and general assistance to the Places Manager. This includes overseeing third-party contractors and service providers while embodying the company's core values in every aspect of the role.

Department Overview

The Places Management team serves as a vital frontline resource for all staff and management, collaborating with external contractors and agencies to foster a safe and efficient working environment. The team operates with a blend of professionalism and friendliness, prioritizing safety and effectiveness in all operations.

Key Responsibilities

Facilities Management

  • Acting as the primary contact for the Places Management team, addressing inquiries from internal and external clients and contractors.
  • Collaborating with the Places Manager and Service Team Lead on in-house projects, including managing quotes and contractor timelines, as well as planning logistics for company events.
  • Proactively identifying maintenance needs through regular site inspections and reporting health and safety concerns to the Places Manager.
  • Maintaining open communication with contractors and suppliers, providing updates on ongoing work and ensuring stakeholder awareness.
  • Coordinating with external service providers for maintenance and recycling services to ensure timely delivery.
  • Overseeing the Weekly Maintenance Schedule for contracted services on site.
  • Addressing facility-related queries through the Jira Service Desk.
  • Effectively managing assets and equipment to ensure timely maintenance and repairs, minimizing downtime and unexpected breakdowns.
  • Assisting with colleague relocations as necessary.
  • Enhancing processes within the Facilities function to drive service improvements while ensuring compliance with relevant legislation.
  • Identifying opportunities for improvement in systems and processes across all environments.
  • Maintaining accurate records for all relevant sites and ensuring timely execution of planned maintenance activities.
  • Communicating with stakeholders regarding planned works and updates.
  • Ensuring efficiency and ethical practices in the procurement of supplies and contractor services.
  • Monitoring documentation for compliance with standards such as ESOS and ISO14001.
  • Delivering excellent service to internal customers regarding office and meeting space arrangements.
  • Assisting with workspace redesign and relocations as required.
  • Supporting the Places Manager with broader company initiatives, including obtaining quotes and conducting site assessments.
  • Facilitating project management and supervising contractor work to ensure satisfactory completion.
  • Providing out-of-hours support on a rotational basis for urgent site incidents.

Health & Safety Responsibilities

  • Committing to or holding IOSH certification in Managing Risk in the Workplace.
  • Conducting risk assessments as per the Planned Preventative Maintenance Calendar.
  • Performing DSE assessments for employees as needed.
  • Assisting with the distribution of DSE equipment across the organization.
  • Conducting site inspections to identify potential hazards.
  • Testing fire safety systems and conducting fire risk assessments.
  • Supporting fire drills and health and safety simulations.
  • Carrying out additional health and safety duties as required.

Administrative Duties

  • Ensuring all documentation for the Places Team is current and compliant with standards.
  • Assisting in the development of policy and guidance documentation for Facilities processes.
  • Ensuring contractors adhere to safety protocols while on site.
  • Processing purchase orders for project payments and invoices.
  • Maintaining an organized filing system for departmental records.
  • Managing the Places Team Service Desk and responding to requests efficiently.
  • Providing administrative support to ensure the effective operation of the Places department.
  • Assisting with fleet administration and liaising with leasing companies.
  • Supporting the People team with the procurement of colleague gifts.

Candidate Profile

Essential Skills and Attributes

  • Possession of a full clean UK Driving Licence.
  • Strong understanding of operational processes, supplemented by on-the-job training.
  • Dedication to delivering outstanding customer service.
  • Ability to manage multiple tasks and respond to dynamic situations.
  • Friendly and approachable demeanor.
  • Flexibility to adapt to changing demands.
  • Effective communication skills across various formats.
  • Strong administrative capabilities.
  • Willingness to learn and develop.
  • Punctuality and reliability.

Specific Knowledge Requirements

  • Experience in contractor and facilities management.
  • Familiarity with facilities databases and service desk software.
  • Proficiency in standard MS Office applications, particularly Excel and SharePoint.

Main Stakeholders

  • Managers and colleagues at all levels.
  • Contractors and suppliers.
  • Agencies and external partners.

About Ecotricity

What We Offer...

Comprehensive healthcare plan, life insurance, and a generous pension scheme.

Opportunity for a volunteering day.

Hybrid working arrangements.

Various discounts on products and services.

25 days of annual leave plus bank holidays, with options to buy or sell leave days.

Cycle to work scheme, carpooling, and on-site parking available.

As a valued team member, you will contribute to our commitment to achieving net carbon neutrality by 2025.

Flexibility Statement

The dynamic nature of our business may require you to undertake tasks outside your initial job description on an ad hoc basis, allowing us to optimize our workforce and adapt to changing needs.

Ecotricity is recognized as a leader in green energy. Since our inception, we have been dedicated to transforming energy production and consumption in the UK, focusing on renewable sources.

Our mission is to replace fossil fuels with sustainable energy solutions, and we actively invest in renewable infrastructure, including wind and solar energy projects.

We also prioritize innovative initiatives, such as the development of electric vehicle charging networks and partnerships aimed at promoting sustainability.

Ecotricity is an equal opportunity employer, committed to fostering an inclusive environment for all.