Facilities Operations Support Coordinator

3 weeks ago


Preston, Lancashire, United Kingdom Service Care Solutions Full time
Position Overview:
Service Care Solutions is seeking a Facilities Operations Support Coordinator to join our team, focusing on administrative assistance within the Estates and Facilities Management sector.

Key Responsibilities:
1. **Service Management:** Oversee the daily operations of the service and repair portal, ensuring efficient administrative support for the Estates and Facilities Management Department.
2. **Maintenance Coordination:** Deliver a responsive maintenance service by interpreting service requests, assigning contractors within established technical and financial guidelines, and maintaining accurate records of completion.
3. **Request Monitoring:** Manage the repair hotline during business hours, tracking request volumes and patterns, analyzing incoming requests, and evaluating contractor performance.
4. **Reporting and Compliance:** Gather and analyze engineers' reports, ensuring compliance with statutory requirements and updating records accordingly.
5. **Collaboration:** Work closely with Business Support teams and contractors to coordinate both statutory and non-statutory testing, maintenance schedules, and track progress effectively.
6. **Technical Input:** Input and analyze technical data within various Computer-Aided Facilities Management (CAFM) systems, ensuring timely actions are taken and exceptions are highlighted.
7. **Meter Management:** Collect and manage meter readings from compliance and facilities personnel, ensuring accurate management of meter readings across the organization.
8. **Utility Oversight:** Assist the professional estates team in monitoring and managing utilities and services related to the estate, coordinating site audits for accuracy and efficiency.
9. **Risk Assessment Interpretation:** Review risk assessments and method statements from contractors to issue permits to work as required.
10. **Procurement Support:** Aid professional staff in the procurement of service contracts and construction quotations, adhering to contract standing orders and financial regulations.

Qualifications:
- Proficient in Microsoft Office Suite (Word, Excel, Access, PowerPoint).
- Experienced in managing administrative functions related to meetings and travel arrangements.
- Skilled in maintaining computerized and manual filing systems.
- Knowledgeable in the administration and approval of orders, delivery notes, requisitioning, and invoices.

Customer Service Excellence:
Deliver high-quality service to all stakeholders by managing electronic, telephone, and in-person inquiries with professionalism and efficiency, ensuring timely communication and documentation.

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