Facilities Management Coordinator

2 weeks ago

Newcastle upon Tyne, United Kingdom Mitie Full time

**Job purpose**

Reporting directly into the M&E Works Manager, the post holder will support the successful management of the maintenance, repair and replacement obligations to the Grounds, Windows, Fabric and Pest services to the Newcastle Estate PFI project.

The Works Assistant will undertake the complex coordination of multiple project stakeholders including but not limited to clients, customers, out sourced suppliers and internal resource.

The Works Assistant will liaise with the Estate based team with the aim of delivering contract obligations in a safe, compliant and cost effective manner whilst demonstrating ‘value for money' to the clients. This is a key client facing role.

The Estate is made up of three sites within 15 miles of Newcastle upon Tyne city centre.

**Responsibilities**
- Ensure the CAFM (Maximo) system and technical information centre (TIC) is kept updated with maintenance records from external suppliers and internal Mitie resource.
- Determine appropriate engineering resources required and allocate work requests accordingly
- Check approval status for all sub-contractor resource prior to any work instruction and PO being raised
- Request RAMS where appropriate ensuring they are uploaded on to SharePoint when received
- Liaise with clients to book the attending engineering resource on site
- Contact sub-contractors and suppliers for updates on works or requesting quotations
- Order parts and materials within appropriate approved spending limits
- Communicate with clients on estimated work commencement dates, and keep them updated so that they are fully briefed as to when work will be carried out and reasons for changes to planned timescales when appropriate
- Track progress of jobs against pre-determined SLAs including maximum allowable response and rectification times, proactively action works that are approaching breach of agreed service levels and escalate as appropriate
- Maintain an effective working relationship with all members of operations to ensure that there is effective co-ordination of all work instructions

**Person**
- Must have prior experience in the use of CAFM systems - preferably Maximo
- Must be committed to excellent customer service.
- Must be able to interact with the services in a dynamic manner.
- Excellent time management skills with the Ability to work under pressure.
- Good communication skills are essential with an ability to work with management, frontline colleagues and subcontractors
- Able to influence, convince or impress others in a way that results in acceptance, agreement or behaviour change.
- Be a team player with a flexible and adaptable approach.
- Must be willing to learn and develop new skills.
- Must be able to analyse and solve problems to make systematic and rational judgements.
- Must be able to project a Professional Business image.
- Able to work in a demanding and busy area.
- Friendly and approachable manner.
- Diplomatic in adverse situations.
- Honest and act with integrity.
- Manual Handling ability.

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