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Places Coordinator
2 months ago
Job Summary:
The Places Coordinator will play a vital role in supporting the high-quality delivery of services in several areas, including Estates & Places, health & safety, and general support to the Places Manager. This is a varied role that requires excellent communication and organizational skills, with a focus on delivering an excellent level of service and support to internal & external customers and third parties.
Key Responsibilities:
- Provide first-line contact for the Places Management team for all internal and external customers/contractors, including our in-house cleaning team.
- Support the Places Manager and Places Service Team Lead with all in-house projects, including chasing quotes and contractor delivery time, planning and logistics of company events, and ensuring communication lines are open and a full update on all works awaiting start, in progress, and completion are updated to all stakeholders.
- Help resolve Places queries and issues for all sites via the Jira Service Desk.
- Efficiently manage assets across the building and its equipment to ensure timely maintenance, repairs, and replacements, while maximizing the lifespan of equipment, minimizing downtime, and avoiding unexpected breakdowns that can disrupt operations and incur costly emergency repairs.
- Assist in supporting colleague relocations across all buildings when required.
- Help maintain accurate and timely records for all relevant sites, ensuring that pre-planned maintenance activities are carried out effectively and on time across all sites.
- Help ensure that we remain efficient, economical, and ethical when tendering supplies and contractors to help ensure compliance.
- Provide service excellence for internal customers in relation to office and meeting space set up, collaboration, and break-out spaces.
- Work with the Places Manager to support colleague desk and workspace redesign/relocations across all buildings as required.
- Assist the Places Manager with wider company projects, including obtaining quotes, site visits, and site walk-arounds.
- Support project management and supervising and coordinating work of contractors, checking that agreed work by employees or contractors has been completed satisfactorily and following up on any deficiencies.
- Out-of-hours on-call support to the business, managed on a rota basis.
- Hold or commit to IOSH 4-day Managing Risk in the Workplace (Institution of Occupational Safety & Health) certification (or equivalent).
- Carry out risk assessments as within our PPM Calendar and on request from the Places Manager.
- Conduct walk-arounds that report/record any potential hazards in the workplaces, offices, courtyards, and car parks.
- Test fire alarms, emergency lighting, and carry out fire risk assessment actions and weekly checks.
- Support fire drills and other H&S simulations as necessary.
- Support the team with ensuring all Places Team documentation is up to date and compliant with internal and external standards, including all policies and processes.
- Assist in drafting or improving policy and guidance documentation for all Places processes, procedures, and policies.
- Ensure all contractors follow the processes set out by the Places Team to ensure safe systems of work while on site, including Permit to Work, Hot Works Permits, and reviewing RAMs before works proceed.
- Raise and process purchase orders as and when required via Workday and Business Central for new ventures project payments and invoices.
- Assist with the operation and maintenance of an effective filing system for the department, including a regular review of our contractors procedure and processes.
- Support the Places Manager with all new Fleet enquiries and administration, including new leases, delivery, and liaising with Lease Companies for the return of Leased vehicles once Lease terms have expired.
Requirements:
- A full clean UK driving license.
- A good understanding of 'how things work,' though on-the-job training and experience will supplement that.
- Experience with contractor and facilities management.
- Places databases, Jira Service Desk (can be learned on the job).
- Competence in standard MS Office suite (required immediately), including Excel and SharePoint.
