Facilities Coordinator

Job Title

Facilities Coordinator

**Job Description**:

- Primary Purpose_

The Facilities Coordinator will work closely with the Facilities Manager to provide support to the Frimley office and manage daily office functions.

In conjunction with the Facilities Manager, the Coordinator will oversee the operations, lifecycle and maintenance of the Frimley office. Their duties will include planning and coordinating the use of sub-contractors and suppliers in the delivery of planned and/or preventive maintenance, installations or refurbishments, ensuring that the building meets health and safety standards.
- Key Accountabilities_
- The Coordinator will be the first point of contact for internal and external customers seeking support and information from the Facilities organisation at Frimley.
- Coordinate holidays and arrange temporary cover for reception staff and carry out training of reception staff.
- Under the supervision of the Facilities Manager, they will manage all contractors including maintaining records and contracts, coordinating project activities, and providing scheduling support.
- Internal communication to departments and employees of Facilities activities, maintenance works and projects.
- Represent the Facilities Department in inter-departmental meetings to support and facilitate communication and action between departments.
- Independently maintain and update administrative policies and processes.
- Set up, maintain, and organise the department's central files, information and filing.
- Provide administrative support to the Facilities Manager and the Facilities organization.
- Manage office functions including daily office operations.
- Support the Facilities Manager with external contract procurement as needed.
- Coordination of budgeting systems, maintaining office records, and providing general service support for office stationary.
- Ensure the building remains a safe environment for all staff, liaising with contractors (e.g. cleaners, building maintenance) regarding work required, and escalating any health and safety concerns to the Facilities Manager.
- Carry out DSE Assessments and make suitable recommendations and changes to peoples workstations where necessary (including the use of specialist equipment). Providing advice and making recommendation for the procurement of services and products.
- Coordinate the Fire Safety arrangements and regular Fire Warden meetings and ensure that all fire wardens are adequately trained.
- Coordinate the order placement and processing via the SAP system as directed by the Purchasing Department, including receiving work requests, assigning work orders, entering system data, and providing the overall system site administration.
- Coordinate the Archive Storage for the Frimley departments, manage and review storage arrangements. Provide user instructions and training to employees.
- Member of the site Business Resumption team to support the Facilities Manager/Team Members during regular scenario planning, training and events to ensure a robust plan is in place and remains up to date.
- Coordinate the movement of individual staff and small teams, as and when required. Updating the seating plan as required. Engaging with service supplies to provide or make modification to workstation layouts.
- Assist the Facilities Manager in all aspects of project planning and implementation as needed.
- Attend regular project meetings with contractors during office moves and monitor against program.
- Monitoring of utility usage.
- Monitor waste stream volumes and confidential waste to ensure best service and environmentally friendly service to the site
- Acting as the secondary contact for out of hours building emergencies in the absent of the Facilities Manager.
- Knowledge Required_
- A good standard of education is required.
- Min 3-5 years working within a Facilities environment.
- Level 2 H&S Trained - IOSH.

Job ID

0045

Employment Type

Full time

Employment Status

Permanent

Work Hours

39

Travel Required

Location

HYG EMEA UK Frimley

Address

Centennial House

Zip Code

GU16 7SG

Field-Based

No

Relocation Assistance Available

No