Facilities Operations Coordinator

1 week ago

Borehamwood, Hertfordshire, United Kingdom Safestore Full time

Job Summary

The Facilities Administrator will be the first point of contact for all property-related requests across the European Estate, supporting store operations colleagues with tasks that may hinder their focus on sales and service. They will receive requests from local stakeholders, analyze them, and either resolve remotely or escalate to Facilities Management colleagues or external contractors. The Facilities Administrator will log all requests onto the Safestore Computer-aided Facilities Management (CAFM) software and provide a unique call reference number to the requester. They will track all requests from initial contact through to resolution.

Key Responsibilities

  • Accurately and politely take call information and input it onto the CAFM system, issuing a call reference number to all requesters.
  • Allocate work orders to in-house engineers or third-party supply chain.
  • Take ownership of Reactive Maintenance jobs, ensuring tasks are completed 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.
  • Reviewing CAFM for out-of-hours jobs and assigning to contractors via the CAFM portal.
  • Closing completed jobs and uploading the job sheet onto the portal.
  • Raising reactive work orders as and when required.
  • Ensuring stores correctly raise an incident report when property has been damaged.
  • Ensuring tasks are completed in line with Reactive Maintenance SLA's/KPI's.
  • Checking and filing completed engineer/service reports.
  • Monitoring the CAFM helpdesk portal to ensure all requests have been input correctly and actioned.
  • Maintaining a database of current specialist sub-contractors.

Requirements

  • Fluency in French and English is essential.
  • Other European language skills may be advantageous.
  • Strong customer service and communication skills.
  • Highly organized and able to prioritize effectively to manage a busy workload.
  • High attention to detail and accountability.
  • An understanding of Facilities Management would be beneficial.
  • Be proactive and a problem solver.
  • Ability to use assertiveness with colleagues and users appropriately.
  • Can work alone to get results in an effective way.
  • Proficient with MS Office tools (Word, Excel, PowerPoint, and Outlook).

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