Fm Contract Coordinator

**Main Duties**
- Production of Daily stat reports - Overdue, perm fix, temporary fix, Job pack due date, Dashboards, area of focus for regional managers.
- Produce and manage Overdue breakdown - monitor 30 days + and quantity updating Supervisors and New Works managers daily.
- WIP & Retros - Log all, required numbers for contract per month and update reginal managers for area of focus
- Don’t walk bys - log within iAuditor and set & manage, Managers target numbers
- Carrying out any reasonable request made by the Operations Manager
- Minute operations meetings etc.
- Update and maintain EWN’s trackers etc.
- H&S tracker - monitor sites performance and logging of compliance related data such as calibration.
- Co-Ordinate on site Security access and ID
- Monitor and manage Contractors if required
- Lead change management initiatives
- Encourage an ethos of continuous improvement
- Gather and interpret complex data to enable better decision-making.
- Co-Ordinate training for site staff.
**Supporting Duties**:

- Scheduling work activities within the client CAFM system synced with Operative tablets, ensuring optimum utilisation of staff. In addition, all required parts and equipment are to be purchased to meet schedule requirements for all job pack/HFM requirements
- Working with the Supervisor to facilitate access, dates and all relevant paperwork, including permits and authorisations, to ensure job packs can be completed in a timely and safe manner to meet contractual KPI
- Liaise with Supervisor to ensure that remedials can be scheduled on time
- Schedule supply chain workload to complete PPM and reactive jobs on time
- Continually monitor all activities to ensure statutory, regulatory and contractual compliance.
- Deferrals & EWNs - Submit early warning notices and update spreadsheet when materials lead times will prevent job pack from being achieved on time
- Review invoices and amend purchase orders where required. Liaise with Finance to ensure correct payment is made in a timely manner and ensure value for money is achieved by product/price matching
- GRN materials on arrival after Supervisor has checked off against PO.
- Invoice queries - Maintain weekly spreadsheet showing queries, update with comments
- Liaise with client to ensure jobs are processed, assigned and closed to meet monthly targets
- Proactive management of client CAFM ensuring accurate reports are produced against KPI targets
- Provide support where necessary to Supervisor and other Works Coordinators to ensure performance is maintained in the event of absences and periods of increased activity
- Maximise opportunities for in house labour as opposed to supply chain delivery method
- Assist Regional Manager on monthly reporting, data verification and achieving targets

**Required Skills and Abilities**:
Essential:

- High level of computer literacy using; Management systems, Microsoft Word, Outlook, PowerPoint and Excel to produce reports, correspondence, documents, databases and spreadsheets
- Able to multitask and monitor and control various workstreams in progress
- Good time management skills
- Ability to work under own initiative and with mínimal supervision
- Ability to communicate comfortably verbally and with site supervisors and managers
- Demonstrated ability to work and communicate professionally, verbally and in written form with internal and external customers
- Organised and responsive to changing priorities and schedules
- Awareness and understanding of legislation in relation to building management and facility maintenance operations
- Sound knowledge of health and safety requirements

Desirable:

- Knowledge and awareness of contract PPM and reactive maintenance within a fixed price facilities management contract
- Previous experience of working in a MoD environment
**Key Skills**:

- Must be able to gain and retain MoD security clearance
- Must have a ‘can do’ attitude and contribute to the team effort
- Flexible in approach to roles and responsibilities with a willingness to undertake tasks outside of their own role if required
- Focused, motivated and enthusiastic
- Good decision making and organisational skills

**Expected Behaviours**:

- Always represent the company & client in professional manner and comply with company standards as per employee handbook.

**Core Values**:

- Collaborative and Honest
- Open and respectful
- Proactive and initiative
- Accountable and able to take responsibility.
- Focused, motivated, and enthusiastic