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Facilities Operations Coordinator

2 months ago

King's Lynn, Norfolk, United Kingdom Integral UK Ltd Full time
Facilities Operations Coordinator
MAIN OBJECTIVE:
The incumbent will support the administration of the Computer-Aided Facilities Management (CAFM) system and provide essential administrative assistance to the Management Teams, focusing on maintaining compliance with contracts and addressing service discrepancies.
ROLE DIMENSIONS:
Delivering a prompt and efficient service as a vital component of the facilities team.
REQUIRED KNOWLEDGE, SKILLS, AND EXPERIENCE:
A foundational understanding of helpdesk operations, with the ability to follow directions while also demonstrating initiative. Essential skills include: effective communication, professional telephone etiquette, basic database management, proficiency in word processing and internet navigation, a flexible work approach, and strong file management capabilities. The candidate should be eager to learn about contract service standards, payment processes, and develop familiarity with the client and associated entities to assist the broader team in fulfilling contractual commitments.
KEY RESPONSIBILITIES:
  • Manage the CAFM System by processing reactive and planned requests, communicating necessary information to responsible parties, and keeping clients informed as needed.
  • Maintain a comprehensive audit trail in the CAFM system from the initiation to the resolution of events.
  • Ensure all statutory and compliance Planned Preventative Maintenance (PPM) tasks are completed within designated timeframes and uploaded for audit purposes.
  • Collaborate with the Engineering Supervisor to ensure timely scheduling of subcontractors, maintaining contract compliance.
  • Handle Requests for Information promptly.
  • Oversee the extension of time process, ensuring client approval is obtained and accurately documented.
  • Analyze and interpret data to meet the needs of management and clients.
  • Assist in the creation of the weekly newsletter.
  • Coordinate work bookings with buildings through calendar invitations, providing up-to-date information on risks and impacts.
  • Adhere to safe working practices, complying with Health and Safety regulations, COSHH, waste disposal, and other legislative requirements.
  • Document and monitor all accidents and incidents as necessary.
  • Contribute to the effective functioning of the Facilities Management department.
  • Maintain awareness of site policies, procedures, and objectives to ensure successful delivery of administrative and helpdesk services.
  • Provide clerical and administrative support to the Management Team, including tasks such as word processing, filing, reception duties, and general office responsibilities.
  • 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.
  • Generate and issue purchase orders for Reactive and Planned works.
  • Conduct stocktakes for the engineers' inventory to ensure accuracy.
  • 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 individual's duty to comply with all current health and safety legislation and the company's Safety Policy, attending all required training sessions, both statutory and mandatory, in line with the company's commitment to the Health & Safety and Welfare at Work Act.