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Facilities Coordinator

2 months ago

Stroud, Gloucestershire, United Kingdom Ecotricity Full time

About The Role

Overview of Responsibilities

As a 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 affiliated venues.

Working within a dynamic and supportive team, the Facilities Coordinator will engage in diverse tasks aimed at enhancing service quality 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 our company values in every aspect of the role.

Department Overview

The Places Management team serves as a vital frontline resource for all employees and management, collaborating with external contractors and agencies to maintain a safe and efficient working environment. The team operates with a focus on professionalism, friendliness, and a commitment to safety.

Key Responsibilities

Facilities Management

  • Acting as the primary contact for the Places Management team for all internal and external inquiries, including coordination with our in-house cleaning staff.
  • 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 addressing maintenance needs through regular site inspections, reporting health and safety concerns to the Places Manager.
  • Maintaining open communication with contractors and suppliers, providing updates on project statuses to all relevant stakeholders.
  • Coordinating with external service providers regarding maintenance and recycling services to ensure timely delivery.
  • Overseeing the Weekly Maintenance Schedule for contracted services on site.
  • Resolving inquiries and issues through the service desk system.
  • Efficiently managing assets and equipment to minimize downtime and ensure timely repairs and replacements.
  • Assisting with colleague relocations as necessary.
  • Enhancing processes within the Facilities function to drive service improvements while ensuring compliance with regulations.
  • Identifying opportunities for improvement in systems and processes.
  • Maintaining accurate records for all relevant sites, ensuring effective execution of maintenance activities.
  • Communicating with stakeholders regarding planned and ongoing works.
  • Ensuring efficiency and ethical practices in the procurement of supplies and services.
  • Monitoring documentation for compliance with standards.
  • Delivering excellent service for internal customers regarding office and meeting space arrangements.
  • Supporting workspace redesign and relocations as needed.
  • Assisting with broader company projects, including obtaining quotes and conducting site visits.
  • Supporting project management and supervising contractor work to ensure satisfactory completion.
  • Providing out-of-hours support on a rotational basis for urgent site visits.

Health & Safety Responsibilities

  • Committing to health and safety training and certifications.
  • Conducting risk assessments and monitoring workplace safety.
  • Assisting with the distribution of ergonomic equipment.
  • Performing regular safety inspections and reporting hazards.
  • Testing safety equipment and supporting emergency drills.
  • Staying informed about health and safety policy updates.

Administrative Duties

  • Ensuring all documentation is current and compliant with standards.
  • Assisting in the development of policies and procedures.
  • Coordinating contractor compliance with safety protocols.
  • Processing purchase orders and maintaining filing systems.
  • Operating the service desk and responding to requests efficiently.
  • Providing administrative support to enhance departmental efficiency.

Miscellaneous Tasks

  • Performing additional duties as assigned by management.
  • Identifying areas for process improvement.

About You

Required Skills and Attributes

  • Possession of a valid UK Driving Licence.
  • Understanding of operational processes, supplemented by on-the-job training.
  • Dedication to exceptional customer service.
  • Ability to manage multiple tasks effectively.
  • Friendly and approachable demeanor.
  • Flexibility to adapt to changing demands.
  • Strong communication skills across various formats.
  • Good organizational and administrative abilities.
  • Willingness to learn and grow.
  • Excellent punctuality.

Specific Knowledge Required

  • Experience in contractor and facilities management.
  • Familiarity with service desk systems.
  • Proficiency in standard office software, particularly Excel and SharePoint.

Main Stakeholders

  • Colleagues and managers at all levels.
  • Contractors and suppliers.
  • External agencies and partners.

What We Offer

We provide a comprehensive benefits package, including healthcare, life assurance, and a generous pension scheme. Additional perks include a volunteering day, hybrid working options, various company discounts, and a holiday allowance of 25 days plus bank holidays.

As a valued team member, you will contribute to our commitment to environmental sustainability and our goal of achieving net carbon neutrality by 2025.

Flexibility Statement

Due to the dynamic nature of our business, you may be required to undertake tasks outside of your initial job description as needed. This flexibility allows us to utilize our team effectively and adapt to changing circumstances.

Ecotricity is dedicated to promoting equality and diversity in the workplace.