Facilities Coordinator - Asset Management Firm
- Recruiter
- Page Personnel Secretarial
- Location
- England, London
- Salary
- £30000 - £35000 per annum
- Posted
- 13 Jun 2017
- Closes
- 03 Jul 2017
- Ref
- 13834214/001
- Contact
- Sophie Harrington
- Job Title
- Facilities
- Industry Sector
- Banking / Finance
- Contract Type
- Temporary
- Hours
- Full Time
To contribute to the smooth running and effectiveness of the Facilities Department through the management of all procured services, contracts and utilities. This role will involve working closely with internal customers as well as the clients suppliers, to ensure the highest possible standards of customer service are consistently delivered.
Client Details
My client is an independent, pure-play asset managers.
They have been running for over 30 years and have up to 118 billion of assets under management and around 1,000 employees in 12 countries. They have a significant presence in their industry.
Description
- Provide a day to day point of contact for internal clients for services provided by external sources, to ensure that consistently high levels of service and value are maintained.
- Work with internal clients, consultants, contractors and vendors to ensure that Health & Safety, security and any other legislative requirements are met.
- Ensure effective management of all regular contractors/ vendors, with particular attention to the monitoring of contract performance against specification and agreed service levels. Maintain service level agreements and key performance indicators against which work can be measured. Ensure all contract termination trigger dates are recorded and monitored and that contracts are tendered or renewed in a timely fashion.
- Ensure that all procured services have the appropriate contract documentation. That the documentation is fully approved by the Legal Department and signed by two directors.
- Raise purchase orders and capital expenditure forms as required. Supply invoices with appropriate back up to the Finance Department.
- Maintain all departmental records electronically, to ensure compliance with Facilities procedures, legislation and good industry practice.
- Arrange and attend regular review meetings with all key suppliers/ contractors to ensure the smooth running of service and the maintenance of good working relationships, obtaining minutes and reports as required.
- Contribute to the development of specifications and tender documentation in line with the the company Purchasing Guidelines for out-sourced services.
- Work alongside the Maintenance Manager to prepare the departmental monthly report to include energy statistics and departmental performance generally. Ensure those Corporate Social Responsibility (CSR) statistics are provided bi-annually.
- Contribute to the physical security of the company, including being on call outside of working hours.
- Ensure that all processes and documentation within Facilities are completed in a timely manner and that in all areas the Facilities Department are fully compliant with records to reflect this.
- Work with the Health and Safety officer to ensure that the records are logged on the system (the web based document management database).
- Actively contribute when requested/ required to the development and maintenance of the local Business Recovery Plan to ensure the goals of the department can be pursued/ achieved regardless of adverse external influences.
- Field reported faults from sub-tenants and internal clients: transfer to Marval/ Service Now and obtain a timely resolution. Generate and publish management reports to illustrate performance and identify areas for improvement.
Profile
Ability to work under pressure and to deadlines
Client focused with strong interpersonal, leadership and communication skills.
Self-starter with the ability to grasp complex issues quickly and to translate ideas into action in order to meet customer needs and expectations
Strong influencing and relationship building ability.
Ability to plan and prioritise effectively
Flexible approach and tolerance of ambiguity
Commercially focused with a high degree of financial acumen
Ability to maintain personal credibility, generating trust and integrity at all levels
Experience in a Building Management support role, with proven experience in supporting all aspects of a large building, with diverse needs, to a restricted budget.
Experience of/involvement in the total process of contract tendering, evaluation and performance
Professional qualification in Facilities Management with Membership of the British Institute of Facilities Management desirable.
Budget management awareness
Strong verbal, written and problem solving skills
Strong interpersonal skills
Excellent time management ability
Negotiation skills
Working knowledge of Marval plus standard office databases is desirable
Job Offer
£30,000 - £35,000 dependant on background
25 days holiday
Money Purchase Pension Scheme
Life Assurance (4 x salary)
Group Income Protection (GIP) Cover
Private health cover
Season ticket loan
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