Facilities Coordinator

3 weeks ago

Wembley, United Kingdom Cargiant Full time

The Facilities Administrator will be responsible for supporting Management in their daily duties, which will include the administration of front-line day-to-day operational and strategic Facilities, Estates and Project Management.

Key Responsibilities

  • General administration duties, including the management of the company's staff tracking and timekeeping system, ensuring timesheets are up to date and submitted within the required deadlines.
  • Invoice reconciliation, tracking, and processing, as well as the administration of Facilities Management documentation and contracts.
  • Maintaining the FM Team shared folder, ensuring folders and documents are kept up to date, and organizing training for learning & development requirements.
  • Tracking and coordinating Health and Safety and work-related training as required, and ensuring the effective record of contractor attendance and contractor, third-party, and supplier vetting using company systems, processes, and procedures.
  • Management and implementation of team induction packs and programs for new starters, as well as the management of the Team meeting calendar, ensuring attendance, agenda setting, and minute taking.
  • Desk planning and ordering office equipment as required, sourcing and ordering work equipment and materials for the cleaning and maintenance teams as required, and performing general clerical duties to include, but not limited to, copying, mailing, scanning, laminating, and filing.
  • Answering telephones and transferring to appropriate staff members, opening, sorting, recording, and distributing incoming correspondence, including emails, and coordinating weekly team meetings and keeping up to date with diary management.
  • Managing team details, i.e., daily attendance records, training records, and holiday records, producing monthly summary reports, and flagging any issues.
  • Note taking in Facilities team meetings and sending out action reports, processing and managing purchase orders on behalf of the Management Team, and allocating equipment.
  • Maintaining constructive relationships with a broad range of internal and external stakeholders, reporting regularly to management and other internal stakeholders as required by management, and building effective professional relationships within the team.
  • Ensuring planned maintenance activities are completed on schedule and within budget, and that urgent repairs are completed within approved timescales, supporting departmental financial processing and reporting, and assisting in the development and implementation of a multi-site maintenance, inspection, risk management, and repairs program.
  • Ensuring effective communication with staff and contractors, including third parties and suppliers, and participating in developing and improving department standards, methods, and processes that will improve yours and the company's performance and efficiency.
  • Proactively participating in furthering your professional development, maintaining growth in professional skills and knowledge deemed essential to the role, and performing other related duties as required.

Requirements

  • Experience in a similar role or possessing the required competencies.
  • Highly motivated and driven to deliver and learn within the role, with the ability to work independently and as part of a team.
  • Strong organizational skills, computer literacy, and proficiency in Microsoft and other relevant software packages.
  • Excellent written, numeracy, and verbal communication skills, as well as excellent client-facing and internal communication skills.
  • Effective at planning, monitoring, and reviewing, with a high degree of initiative, urgency, and follow-through.
  • Possessing strengths in organizational, attention-to-detail, reasoning, critical thinking, and problem-solving skills, with the ability to effectively work as part of a team and have a genuine desire to assist colleagues.
  • Ability and willingness to participate in developing and improving department standards, methods, and processes that will improve yours and the company's performance and efficiency.

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