Workspace Coordinator

4 weeks ago

Hemel Hempstead, United Kingdom Pareto Facilities Management Full time

Job Title: Workspace Coordinator

Location: Hemel Hempstead

Reporting to: Facilities Workspace Manager

Salary: 32,000 D.O.E

Overview:

We are looking for the most vibrant, exciting, enthusiastic candidate. We want team members to be outgoing, customer focused, always willing to help and always willing to own a problem to completion. The person needs to be a team player, who will always go above and beyond to achieve. They will maintain a ‘can-do’ attitude and will always support the customer is every action.

The job holder will be based at an extremely fast paced and dynamic site and assist with full operational responsibility for delivery of TFM Services through both self-Delivery and Service Partners.

Joining a Multi-Skilled Team in delivering an excellent customer experience, whilst ensuring all services are delivered to contract and legal requirements.

Key responsibilities:

  • Overseeing of building compliance. Ensuring all statutory tasks are completed in required timeframes and coordinating remedial actions when required. Ensuring all documentation is uploaded on the CAFM system.
  • Works with sustainability, procurement, IT and HSE teams to identify opportunities.
  • Direct supervision of Front of House Department
  • Arrange and supervise subcontractors from quoting to signing off works. (inc. arrange quotes, site visits, H&S document review, supervising whilst on site, sign off work once completed)
  • Attend regular meetings with the client and Facilities Workspace Manager to discuss potential and current work/projects.
  • Provide cover for the Front of House/ reception duties for Illness/ Annual Leave/ Lunch relief.
  • Attend audits on Facilities Management documentation and process’ for BSI’s ISO14001, ISO27001, ISO45001 and ISO50001 accreditations.
  • Oversee helpdesk support across all UK sites.
  • Be on standby for the out of hours on call rota, to cover any gaps.
  • Act as deputy to the Facilities Workspace Manager.
  • Track all monthly spend for the department and create a monthly report for both Client and Pareto FM.
  • Foster a collaborative and inclusive team environment, encouraging open communication, teamwork, and a positive work culture.
  • Maintain and report on all soft services and subcontractors. Attending monthly site meetings with contract manager across different sites.
  • Must be prepared to ‘fill the gaps’ and step into any of the facilities roles, within your competency, in times of constrained resource.
  • Maintain effective relationships with clients and internal/external suppliers by resolving service issues.
  • Management of the visitor and guest booking systems
  • Manage and resolve invoicing queries and issues within a timely manner.
  • Ownership of all security systems (CCTV, ANPR, Access Control, Security Patrol, etc.)
  • Specify, support, and deliver small projects.
  • Issue permit to works when required.
  • Support the Facilities Workspace Manager in all Facilities Management functions.
  • When required the job holder will be required to travel to other UK BSI sites as required and will need to have a full driving license and their own vehicle.
  • Work closely with the engineering and development teams to achieve the Facilities Management Team goals.

Desirable attributes:

  • PC literate and competent in all relevant MS applications, i.e., Word, Excel, and PowerPoint
  • Experience in Facilities Management hard services, soft services and or total facilities management.
  • Good understanding of Health and safety in the workplace
  • Has the ability to identify potential problems and act.
  • Ability to generate ideas for development of new initiatives, changes to procedures and sustainability factors as well as the introduction of new technology.
  • An understanding of building management, i.e., building plant, building management systems, audio visual systems, security systems, EV charge points, CCTV etc.
  • Experience with CAFM systems.

Personal Specification:

  • Excellent verbal and written communication to effectively liaise with visitors, suppliers, and staff of all levels of the business.
  • Client focused skills.
  • Adaptable to the various duties of the post.
  • Confident and courteous manner, both in person and on calls
  • Cultural sensitivity and awareness
  • Ability to work as an individual or work well as part of the team.

Qualifications

Desirable:

IOSH - Managing Safely

IOSH – Working Safely

IPAF

Any relevant trade qualifications to Facilities Management

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