Facilities Management Coordinator

1 day ago

King's Lynn, Norfolk, United Kingdom Integral UK LTD Full time
Job Title: Building and Facilities Administrator

We are seeking a highly organized and detail-oriented individual to join our team as a Building and Facilities Administrator. This role will be responsible for providing administrative support to the Management Team, including maintaining contractual compliance and mitigating service failures.

Key Responsibilities:
  • Operate the CAFM System, receiving reactive and planned events, and relaying information to those responsible for action.
  • Update the CAFM system with a full audit trail of the event from receipt to closure.
  • Ensure that all statutory and compliance PPM's are completed within the allocated time frame and uploaded to the FM portal for audit review.
  • Work with Engineer Supervisor to ensure subcontractors are booked in advance, thus ensuring the contract remains compliant.
  • Manage the Requests for Information in a timely manner.
  • Manage the extension of time process, ensuring client representatives give approval, and this is accurately recorded.
  • Interpret and analyze data to meet management and client needs.
  • Assist with the development of the weekly newsletter.
  • Ensure that works are booked in with buildings through calendar invites, with up-to-date information, risks, and impacts.
  • Operate with safe working practices, with due regard to Health and Safety regulations, COSHH, waste disposal, etc.
  • Monitor and log all accidents and incidents as appropriate.
  • Contribute to the efficient and effective working of the Facilities Management function.
  • Maintain an awareness of site policies, procedures, and objectives related to the successful delivery of the administration and helpdesk service.
  • Provide clerical and administrative support to the Management Team, including word processing, filing, reception, telephone, and general office duties.
  • Carry out any other duties assigned by the Management Team in connection with operational requirements.
  • Assist with monthly invoicing, engineer times, and bill end tasks.
  • Carry out contractor vetting, ensuring that all contractors are set up correctly and processed through the appropriate methods.
  • Raise and issue purchase orders specific to Reactive and Planned works.
  • Carry out stocktakes for the engineers' store, ensuring all items are up to date.
  • Collate information ready for the monthly client audit, ensuring that any actions are met.

Personal and People Development: Actively participate in your personal development.

Health & Safety Responsibility: It is the responsibility of the individual to work in compliance with all current health and safety legislation and IFM's Safety Policy and to attend any training requirements both statutory and mandatory in line with IFM's responsibility to comply with the Health & Safety and Welfare at Work Act 1974.

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