Facilities Workspace Manager

3 weeks ago

Hemel Hempstead, Hertfordshire, United Kingdom Pareto Facilities Management Full time

Job Title: Workspace Coordinator

Location: Hemel Hempstead

Reporting to: Facilities Workspace Manager

Salary: 32,000 D.O.E

Overview:

We are seeking a highly motivated and enthusiastic individual to join our team as a Workspace Coordinator. As a key member of our facilities management team, you will be responsible for ensuring the smooth operation of our site, providing exceptional customer service, and maintaining a safe and healthy working environment.

The successful candidate will have a strong understanding of facilities management principles and practices, with experience in coordinating site operations, managing facilities services, and maintaining relationships with internal and external stakeholders. You will be a team player, with excellent communication and interpersonal skills, and the ability to work effectively in a fast-paced environment.

Key Responsibilities:

  1. Oversee the maintenance of building compliance, ensuring all statutory tasks are completed on time and coordinating remedial actions as required.
  2. Work closely with the sustainability, procurement, IT, and HSE teams to identify opportunities for improvement.
  3. Direct supervision of the Front of House Department, including arranging and supervising subcontractors from quoting to signing off works.
  4. Attend regular meetings with the client and Facilities Workspace Manager to discuss potential and current work/projects.
  5. Provide cover for Front of House/reception duties for illness, annual leave, or lunch relief.
  6. Attend audits on facilities management documentation and processes for BSI's ISO14001, ISO27001, ISO45001, and ISO50001 accreditations.
  7. Oversee helpdesk support across all UK sites.
  8. Be on standby for the out-of-hours on-call rota to cover any gaps.
  9. Act as deputy to the Facilities Workspace Manager.
  10. Track all monthly spend for the department and create a monthly report for both client and Pareto FM.
  11. Foster a collaborative and inclusive team environment, encouraging open communication, teamwork, and a positive work culture.
  12. Maintain and report on all soft services and subcontractors, attending monthly site meetings with contract managers across different sites.
  13. Be prepared to 'fill the gaps' and step into any of the facilities roles within your competency in times of constrained resource.
  14. Manage effective relationships with clients and internal/external suppliers by resolving service issues.
  15. Manage and resolve invoicing queries and issues in a timely manner.
  16. Own all security systems, including CCTV, ANPR, access control, security patrol, etc.
  17. Specify, support, and deliver small projects.
  18. Issue permits to work when required.
  19. Support the Facilities Workspace Manager in all facilities management functions.
  20. When required, travel to other UK BSI sites and have a full driving license and own vehicle.
  21. Work closely with the engineering and development teams to achieve the facilities management team goals.

Desirable Attributes:

  • PC literate and competent in all relevant MS applications, i.e., Word, Excel, and PowerPoint.
  • Experience in facilities management hard services, soft services, or total facilities management.
  • Good understanding of health and safety in the workplace.
  • Ability to identify potential problems and act.
  • Ability to generate ideas for development of new initiatives, changes to procedures, and sustainability factors as well as the introduction of new technology.
  • Understanding of building management, i.e., building plant, building management systems, audio visual systems, security systems, EV charge points, CCTV, etc.
  • Experience with CAFM systems.

Personal Specification:

  • Excellent verbal and written communication to effectively liaise with visitors, suppliers, and staff of all levels of the business.
  • Client-focused skills.
  • Adaptable to the various duties of the post.
  • Confident and courteous manner, both in person and on calls.
  • Cultural sensitivity and awareness.
  • Ability to work as an individual or work well as part of the team.

Qualifications:

Desirable:

IOSH - Managing Safely

IOSH – Working Safely

IPAF

Any relevant trade qualifications to facilities management

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