Facilities Administration Coordinator

Job Advertisement: Facilities Administration Co-Ordinator
Location: Mulberry Court, University of Liverpool, L69 7ZY
Salary: £12.81 per hour
Responsible to: Business Support Manager
Contract: Temp to Perm
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Job Description:
We are seeking a Facilities Administration Co-Ordinator to support and assist with all aspects of contract service delivery across the University of Liverpool. This role will act as the first point of contact for all matters related to Reactive, Planned Preventative Maintenance (PPM), and Small Works. The ideal candidate will have a good understanding of the facilities maintenance sector, though technical qualifications are not required. If you're proactive, well-organized, and enjoy working in a fast-paced environment, this is the opportunity for you!

Key Responsibilities:
• Operate and maintain the CAFM system, monitoring and updating records for reactive and planned events.
• Ensure timely completion of statutory and compliance-related PPMs.
• Quality assurance of certification for compliance works.
• Upload compliance certification to the relevant CAFM tasks.
• Log and forward remedial tasks to the Projects team for quotation production.
• Raise and issue purchase orders for reactive, planned, and small works.
• Liaise with vendors and service engineers to ensure jobs are completed and closed promptly.
• Provide support and guidance for any service delivery aspects, escalating issues when necessary.
• Produce performance reports as required and attend meetings when necessary.
• Oversee sub-contractor management, compliance, and audits.
• Coordinate and manage minor project works and additional work estimates.
• Assist in implementing new processes and ensure compliance across teams.
• Provide training and support to new starters within the team.
• Manage inbound and outbound calls from internal and external stakeholders.
• Regular communication with clients, ensuring they are kept informed of any ongoing issues.

Essential Skills & Experience:
• Excellent verbal and written communication skills, including proficiency in English and Maths.
• Strong experience with Microsoft Office, particularly MS Excel.
• Ability to work independently and as part of a team.
• Adaptable and flexible with a positive approach to changing work demands.
• Ability to remain calm under pressure and handle high workloads effectively.
• Strong organizational and time management skills.
• Excellent customer service and conflict management skills.

Desirable:
• Previous experience in Facilities Management Services and familiarity with FM software.

Core Competencies:
• Excellent organizational and planning skills.
• Strong analytical thinker and logical approach to problem-solving.
• Effective time management and multitasking abilities.
• Confident communicator with the ability to manage conflicts efficiently.

If you are interested, submit your application and we will be in touch.