Facilities Coordinator

4 weeks ago

Borehamwood, Hertfordshire, United Kingdom Safestore Full time

Job Summary

The Facilities Administrator plays a crucial role in supporting the smooth operation of our European and UK estates. As the first point of contact for property-related requests, they ensure that all stakeholders receive timely and effective support.

Key Responsibilities

  • Receive and analyze requests from local stakeholders, resolving issues remotely or escalating to Facilities Management colleagues or external contractors.
  • Log all requests onto the Safestore CAFM software and provide a unique call reference number to the requester.
  • Track requests from initial contact through to resolution, ensuring timely completion and effective communication with stakeholders.
  • Liaise with Head Office departments, stores, and contractors to ensure seamless business operations.
  • Allocate work orders to in-house engineers or third-party supply chain, taking ownership of Reactive Maintenance jobs and ensuring tasks are completed in line with service requirements.
  • Monitor and respond to emails received into the Facilities inbox, advising requesters on actions undertaken and expected timescales for completion.
  • Review CAFM for out-of-hours jobs, assigning to contractors via the CAFM portal and loading estimates, requesting further visits, and following up as necessary.
  • Closing completed jobs and uploading job sheets onto the portal, raising reactive work orders as required, and ensuring stores correctly raise incident reports when property has been damaged.
  • Ensuring tasks are completed in line with Reactive Maintenance SLAs/KPIs, checking and filing completed engineer/service reports, and monitoring the CAFM helpdesk portal to ensure all requests have been input correctly and actioned.
  • Maintaining a database of current specialist sub-contractors and tracking job progress against pre-determined KPIs, implementing escalation procedures as necessary.
  • Reporting back to internal stakeholders and store colleagues on job progress and close-out, uploading and amending asset information as held in the helpdesk database, and updating asset history with works record sheets.
  • Producing ad-hoc reports for the Facilities Manager and vetting orders from stores to control expenditure.

Requirements

  • Fluency in French and English is essential, with other European language skills being advantageous.
  • Strong customer service and communication skills, with the ability to work effectively in a busy environment.
  • High attention to detail and accountability, with an understanding of Facilities Management being beneficial.
  • Proactive problem-solving skills, with the ability to use assertiveness with colleagues and users appropriately.
  • Ability to work alone to achieve results in an effective way, with proficiency in MS Office tools (Word, Excel, PowerPoint, and Outlook).

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