Facilities coordinator

As the Facilities Coordinator, you will play a crucial role in collaborating with clients, vendors, and contractors to ensure the seamless execution of facility tasks and work orders.

This position falls within the Facilities Management functional area, focusing on the efficient operations of various assets and providing comprehensive support for repairs and investment plans.

The role will require close liaison with the engineers, office team and clients, including undertaking and / or coordinating various ad-hoc duties that arise.

Key Responsibilities / Duties : Provide Effective & Timely Communication : Liaise with landlords, tenants, and service providers to ensure adherence to all procedures, policies, and reporting formats, fostering a collaborative working environment.

Client Support : Acknowledge and respond to all client inquiries promptly, scheduling repairs and work orders as requested to maintain high levels of service.

Work Order Management : Generate and investigate work order reports to track performance and progress status, ensuring all tasks are completed efficiently.

There will be an expectation that all remedial actions or tasks that arise from the statutory inspections will be identified and actioned by raising a task on the IFM Hub to ensure the correct resource is assigned.

Documentation Maintenance : Maintain accurate records of work orders, proposals, department files, an any paperwork submitted by vendors, ensuring thorough documentation.

Clarification and Follow-up : Follow instructions, correspondence, and memos diligently, asking clarifying questions to ensure understanding and accuracy in task execution.

Inquiry Response : Address common inquiries or complaints from clients, co-workers, and supervisor effectively, providing solutions and support as needed.

Reporting : Prepare and present routine reports and correspondence to internal departments and larger groups of employees, ensuring clear communication of relevant information.

Areas the role holder may be asked to support include but not limited to information reporting, hazard reports, Statutory Compliance, PPM and reactive task statistics, finance reporting ( Debt & Invoicing, Unbilled Revenue, Goods Receipted not invoiced etc..) and any other areas that you may be requested to provide support with.

Problem Solving : Utilize existing procedures to address straightforward issues, demonstrating discretion within defined limits.

Defined Duties : Impact operations through clearly defined tasks and methods, ensuring accountability and consistency in performance.

To support and implement daily operational tasks specific to the scope of the contractual services and to gain in-depth knowledge of the contract specification e.g.

which services are covered and which are chargeable.

Attend and actively participate in monthly contractual / ad-hoc meetings when requested to do so by the contract management team Process Adherence : Deliver results by following established procedures and processes under close supervision and guidance.

Quality Maintain CBRE notice boards on site (including QHSE).

Ensure QHSE documentation is maintained and readily available using CBRE systems e.g.

Logbooks, Hazard Reports, training & competency records, e Logbooks, PPE, toolbox talks.

Manage e-Logbooks system as key user on site including Statutory PPM records, reactives and reporting.

Review Subcontractor performance and feedback through appropriate systems Actively identify / implement innovation across the contract to enhance performance and continue to meet client expectations.

People & Development Promote and maintain CBRE culture throughout teams.

Person needs to be flexible and have a can-do attitude and very much needs to have a capacity to learn new skills and to proactively develop themselves in the role; Communicate effectively and build / maintain relationships at all levels with internal and external customers Answer calls and emails in a professional and timely manner.

Attend and participate in any relevant training courses.

Attend regular role specific meetings in order to share best practice.

Role Flexibility : The role will require a degree of flexibility as work pressures demand and where required there may be a need for the role holder to support the contract with a number of finance elements within the contract (listed below).

Specific training and / or guidance will be provided to the role holder should they need to be called up to support this activity.

Finance Ensure integrity of financial transactions for contract.

Create / raise Extra Works jobs.

Create accurate POs in a timely manner.

Regularly review and process supplier invoices.

Review P&Ls Monthly with your line Manager.

Run open purchase order report weekly and review all open orders.

Review and update debt report weekly.

Person Specification / Requirements Organised (and ability to plan) - Works in a structured way.

Thinks ahead to prioritise workload.

Logical - Works in a clear and consistent manner.

Attention to detail - Thorough in carrying out a task, with a high degree of accuracy.

Assertiveness - Confident and effective in putting across point of view to others.

Persistence - Does not let issues go; follows up on issues through to resolution.

Customer and team focus - Puts customer and team needs first; always considers impact of actions on customer and team Proven experience of using CAFM Systems IFM Hub / Vantage Analytics training qualifications for this CAFM would be advantageous Experience of working within a manufacturing environment would be advantageous Responsiveness and accessibility the ability to work co-operatively and supportively.

Communication the ability to present and share information clearly and concisely.

Flexible to work outside core business hours if required Demonstrable experience within a similar role Excellent interpersonal skills with the ability to communicate with people of all levels of seniority Diligent and pro-active Ability to prioritise and act on own initiative.