Facilities Coordinator

A well-established Asset Management firm based in the West End is hiring an experienced Facilities Coordinator to ensure the smooth running and effectiveness of the Facilities Department, through the management of all procured services, contracts and utilities. Building relationships with all internal stakeholders as well as external vendors/suppliers

Responsibilities:

• 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 firm’s 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 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

Requirements:

• Experience in a Building Management/ Facilities Coordinator support role, ideally gained within a blue chip/ corporate, Financial/ Professional Services firm
• Experience of/involvement in the ‘total process’ of contract tendering, evaluation and performance
• Budget management awareness and commercially focused
• Strong verbal, written and problem solving skills
• Great interpersonal, leadership and communication skills
• Excellent time management, planning and prioritisation skills
• Negotiation, influencing and relationship building skills

• Ability to work under pressure and to deadlines