Facilities Operations Coordinator

2 months ago

Wigan, Wigan, United Kingdom JD Group Full time
Job Summary

We are seeking a highly organized and detail-oriented Facilities Operations Coordinator to join our team at JD Group. As a key member of our facilities team, you will be responsible for coordinating maintenance, liaising with suppliers, and providing administrative support to ensure the smooth operation of our facilities.

Key Responsibilities
  • Financial/Commercial:
    • Coordinate purchase ordering for minor capital works, reactive maintenance, and planned maintenance.
    • Reconcile invoices, resolve disputes, and record transactions.
    • Ensure orders are placed with the 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 third-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.
    • Provide departmental administration, including database management, invoice procedures, meeting coordination, 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 other administration duties 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 tasks.
  • Excellent communication skills.
  • Confident communicator at all levels.

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