Facilities Coordinator
22 hours ago
Job Summary
The Facilities Administrator plays a crucial role in supporting the smooth operation of our European and UK estates. As the first point of contact for property-related requests, they ensure that all stakeholders receive timely and effective support.
Key Responsibilities
- Receive and analyze requests from local stakeholders, resolving issues remotely or escalating to Facilities Management colleagues or external contractors.
- Log all requests onto the Safestore CAFM software and provide a unique call reference number to the requester.
- Track requests from initial contact through to resolution, ensuring timely completion and effective communication with stakeholders.
- Liaise with Head Office departments, stores, and contractors to ensure seamless operation of the business.
- Allocate work orders to in-house engineers or third-party supply chain, taking ownership of Reactive Maintenance jobs and ensuring completion in line with service requirements.
- Monitor and respond to emails received into the Facilities inbox, advising requesters on actions undertaken and expected timescales for completion.
- Review CAFM for out-of-hours jobs, assigning to contractors via the CAFM portal and loading estimates, requesting further visits, and following up as necessary.
- Closing completed jobs and uploading job sheets onto the portal, raising reactive work orders as required, and ensuring stores correctly raise incident reports when property has been damaged.
- Ensuring tasks are completed in line with Reactive Maintenance SLAs/KPIs, checking and filing completed engineer/service reports, and monitoring the CAFM helpdesk portal to ensure all requests have been input correctly and actioned.
- Maintaining a database of current specialist sub-contractors and tracking job progress against pre-determined KPIs, implementing escalation procedures as necessary.
Requirements
- Fluency in French and English is essential, with other European language skills being advantageous.
- Strong customer service and communication skills, with the ability to work effectively in a busy environment.
- High attention to detail and accountability, with an understanding of Facilities Management being beneficial.
- Proactive problem-solving skills, with the ability to use assertiveness with colleagues and users appropriately.
- Proficient with MS Office tools, including Word, Excel, PowerPoint, and Outlook.
About Safestore
Safestore is the UK's largest self-storage group, part of the FTSE 250. We value our colleagues and strive to create a customer-focused culture, with a commitment to respect, inclusivity, and employee engagement.
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