Facilities Co Ordinator

Full Job Description

Reporting Directly to: Facilities Manager

Overall Purpose of the Job: The Facilities Co-Ordinator is responsible for providing diverse facilities management services to support the business, its staff, and visitors. This role involves collaborating with stakeholders, the FM team, and service providers to facilitate effective working relationships, enhance service quality, and ensure compliance with best practice FM principles.

Key Responsibilities:

• Collaborate with the Facilities Manager to foster productive relationships among stakeholders, FM team, and service providers.
• Assist the Facilities Manager in bridging communication between the core business and FM providers, handling change requests.
• Support development and implementation of service changes to enhance quality and align with FM best practices.
• Work alongside the Soft Services Manager to establish a partnership-oriented approach with service providers based on cooperation, transparency, and innovation.
• Monitor and audit service provider quality management, performance monitoring, and management information systems.
• Deliver FM services per Service Level Agreements and Key Performance Indicators.
• Manage and supervise tasks related to cleaning, equipment maintenance, waste management, etc.
• Ensure compliance with health and safety regulations and relevant laws.
• Facilitate procurement of FM services and supplies, following best practice principles and guidelines.
• Provide first aid support as a trained First Aider.
• Maintain professionalism in communication with staff, visitors, contractors, and external parties.

Key Objectives:

• Collaborate with the Facilities Manager to manage costs within budget constraints.
• Ensure delivery of facilities services according to agreed standards and within approved budgets.
• Supervise and manage various service lines to meet established criteria.
• Manage waste, recycling, pest control, and washroom maintenance.
• Oversee stationery, printing, and scanning procurement while maintaining stock levels.
• Monitor and manage vending machines and teapoints.
• Provide first aid services as a trained First Aider.
• Ensure compliance with health and safety regulations.

Experience and Skills:

• Minimum 2 years' experience in a similar FM role.
• Experience in supplier/sub-contractor management.
• Knowledge of FM standards, legislation, and service lines.
• Strong customer service skills.
• Proficiency in Microsoft Office Suite and communication skills.
• Ability to multitask, manage deadlines, and handle emergencies.
• Proactive, adaptable, and capable of working independently.
• Numeracy, literacy, and organizational skills.

This job description is subject to review and adjustments as the role develops to meet client needs.