Faciltiies Coordinator

Facilities Coordinator

We provide fantastic student homes in 78+ buildings across the UK to enable students (UK and International) to really make the most of their time at university. This is an exciting opportunity to be part of the team that is responsible for the quality and expedient service delivery for a medium sized, privately-owned UK portfolio.

We are a dynamic, agile business which has been on an incredible period of growth and change and are embarking on the next steps of this exciting journey.

The role is Home based or Hybrid, with limited occasional travel to central offices or sites for meetings. 

Key responsibilities:

• Provide administrative support to the Facilities Team as needed.
• Monitoring and managing the team group inboxes.
• Act as a key point of contact for queries and process coordination by building relationships with internal stakeholders.
• Generate reports on planned maintenance and reactive tasks using the CAFM system for review and action.
• Liaise with contractors to establish Risk Assessment and Method Statements for review ahead of works.
• Raise purchase orders for the Asset Team where required and ensuring Site Teams have visibility of attendances, and all works are duly scheduled.
• Conduct meetings on a weekly basis with the outsourced Service Desk to ensure that CAFM, PPM, Reactive, Compliance and general Service Desk matters are progressed and/or resolved effectively, escalating all matters of concern to the Head of AQ where appropriate.
• Collaborating with the relevant departments to assist the business in achieving its Net Zero goal.
• Run regular reports on planned maintenance using the 3rd Party CAFM system and reactive tasks for the FMs to review, analyse and act upon.

Essential skills:

• Previous experience as an administrator or coordinator in an office environment.
• Natural ability to engage with different stakeholders and work collaboratively.
• Ability to manage multiple workstreams remotely.
• Excellent interpersonal skills.
• Attention to detail.
• Computer literate.
• Customer centric attitude.
• Strong organisation skills, and the ability to reprioritise.

Desirable skills:

• Experience in the property/facilities sector.
• Financially astute with a strong commercial focus applied within a large organisation.
• IOSH qualification.
• Excellent Excel skills.
• Member of Institute of Workplace and Facilities Management or similar.

Benefits:

• 25 days holiday (plus bank holidays)
• Day off on your birthday
• Service award scheme increasing holiday by up to 5 days for each year of service
• Private medical cover
• Pension (7.5% employer contribution)
• Access to thousands of high street discounts, gym membership, holidays and so much more!
• Season ticket loan
• Smart Tech Scheme.
• Regular social events