Office Facilities Manager
3 weeks ago
Title:
Facilities Coordinator
Location:
London/Guernsey
Working Hours:
Monday to Friday - 9am - 5.30pm - Onsite
Position Overview:
The Facilities Coordinator will operate under the guidance of the global facilities director and regional facilities managers to ensure the well-being and safety of all personnel and visitors within the Corporation Service Company offices.
This role encompasses the management of the physical environments of the Corporation Service Company offices, which includes all office buildings, parking facilities, and grounds for the designated locations.
The individual will act as a point of contact between staff, external contractors, and property management to address and resolve issues promptly.
The Facilities Coordinator will be tasked with developing and documenting procedures for the upkeep and security of the Corporation Service Company offices, ensuring alignment with global facilities standards.
This position requires planning, executing, and coordinating these procedures for each assigned location, supported by the regional facilities teams.
Key Responsibilities:Collaborate effectively within a global team to achieve overarching facilities objectives.
Maintain a customer service orientation while managing multiple tasks and priorities. The individual must remain organized while multitasking and thrive in a dynamic environment.
Exhibit exceptional follow-through and problem-solving abilities, including foundational project management skills.
Demonstrate self-direction and motivation to manage various responsibilities. The individual will be empowered to make decisions with the support of the global facilities director and regional facility manager.
Create comprehensive documentation of processes and workflows.
Contribute to the facilities team's knowledge repository, including documentation and collaboration with other facility coordinators and managers within the organization.
Respond to facility service requests through various channels, addressing and resolving incidents while engaging additional resources as necessary to ensure timely resolutions. Document all outcomes and monitor for recurring patterns or trends.Support all building emergencies consistently, including coordinating with external contractors or property management to rectify issues.
Document all resolutions and monitor for patterns or trends.Assist in implementing a preventive maintenance program within the constraints of the facility's annual budget.
Oversee preventive maintenance schedules, test building security systems, and prepare for emergencies by developing action plans.
Serve as the facility emergency response coordinator, maintaining plans for fire evacuation, emergency response, and disaster recovery as needed.
Promote health and safety practices that comply with local regulations and requirements for each assigned office.Engage regularly with property and building management to identify areas for improvement, including monthly evaluations of janitorial services.
Maintain office equipment and the physical workspace for all employees and facilities at a central campus.Proactively plan space utilization, including documenting processes. Assess furniture, audiovisual, and equipment needs for the campus and budget accordingly.
Identify the necessary steps to coordinate various sizes of internal and external office relocations.
Keep updated records of all furniture, audiovisual, and equipment assets, as well as track depreciation schedules for furniture and fixtures (7 years) and leasehold improvements (10 years).
Manage the office supply relationship and seek opportunities to reduce costs for the organization.Be prepared to adjust work schedules as necessary to accommodate after-hours projects, such as office relocations or facility upgrades, within reasonable limits.
Availability for after-hours on-call rotation as required.This role is physically demanding and involves standing, walking, bending, kneeling, stooping, and climbing on a daily basis. The individual will frequently need to lift or move items exceeding 50 pounds.
Required Skills and Qualifications:
Preferred experience in facilities and/or project management.
Proficiency in Microsoft Windows Operating System, Word, Excel, and Outlook.
Strong attention to detail.
Ability to collaborate with others and manage offices remotely.
Excellent communication skills.
Capacity for self-direction.
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