Facilities Coordinator

5 days ago

Wigan, Wigan, United Kingdom JD Group Full time
Job Title: Facilities Helpdesk Administrator

Reporting to the Head of Facilities, the Facilities Helpdesk Administrator will play a crucial role in coordinating maintenance, liaising with landlords, and working with suppliers for the JD Gyms team.

Key Responsibilities:
  • Financial/Commercial: Coordinate purchase ordering for minor capital works, reactive maintenance, and planned maintenance.
  • Reconcile invoices, resolve disputes, and record invoices.
  • Ensure orders are placed with correct suppliers to support Capex and Revenue processes.
  • Coordinate supplier agreements as requested by line managers.
  • Support the Property function to ensure efficiency of service and continuous improvement with 3rd Party contractors.
  • Liaise with insurers regarding claims, including responding to correspondence and other information.
  • Liaise with landlords regarding disputes, including responding to correspondence and other information.
  • Coordinate purchase ordering for capital projects, invoice reconciliation, and recording.
  • Coordinate supplier agreements as requested by line managers.
Strategic & Operational:
  • Coordinate general enquiries into the Property department.
  • Perform departmental administration, including database management, invoice procedures, meeting and team movements, monitoring, updating, and publishing records.
  • Liaise with Preferred contractors to assist in coordinating reactive and planned maintenance activities and minor capital works.
  • Liaise with Clubs and internal departments to provide a professional and efficient service.
  • Provide administrative support as required, including holiday cover.
  • Support the Head Office Manager with property duty requirements.
  • Support Clubs with emergencies on a rota basis.
People & Development:
  • Support the team as required.
  • Help the team meet deadlines for reporting.
  • Support the Property Functions and assist in promoting the highest standards throughout the company.
  • Support the team as required.
  • Help the team meet deadlines for reporting.
Customer & Culture:
  • Drive a culture of continuous improvement in systems and processes.
  • Challenge systems and processes that do not meet JD Standards.
  • Respond to written correspondence and phone calls from Clubs and external parties.
Systems & Process:
  • Utilize available systems to maximize team effectiveness.
  • Coordinate departmental movements.
  • Maintain all databases and logging systems.
  • Develop and manage new reports as required.
  • Produce regular summaries of claim status.
  • Coordinate Club Risk Management and feedback.
Requirements:
  • Computer literacy, typing ability, and knowledge of Word, Excel, and Access Databases.
  • Strong organizational and administrative skills.
  • Ability to prioritize.
  • Excellent communication skills.
  • Confident communicator at all levels.

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