Facilities Co-Ordinator

Purpose of the role

To pro-actively undertake all administrative and operational duties within the Facilities team and to provide support for all office and hybrid workers.

General

• To professionally manage all Facilities Support queries on service management platform for all offices (primarily Nottingham).
• Grow strong relationships across the teams, building management and landlords.
• Have a positive understanding and awareness of respective office needs.
• Supervise local Facilities Assistants and support growth and development needs.
• Administer the Facilities Management SharePoint site with team members.
• Ensure the Starters/Leavers/Changes (SLC) processes are efficiently executed for the designated offices.
• Facilitate the coordination of office-wide communications as needed.
• Support the gathering of documents and information for tender submissions and audit preparations.
• Aid in maintaining asset inventory.
• Coordinate the completion and submission of operational reports and documents as required.
• Offer technical and practical support with local amenities and provisions.
• Address and evidence corrective actions for local reports (eg. Fire Risk Assessment, ISO audits etc)
• Regularly review and update all displayed documentation in the Nottingham office to ensure accuracy and relevancy.
• Conduct regular inspections of office areas to ensure all equipment, stationery, and kitchen areas are adequately stocked and functional - maintained by local Facilities Assistants.
• Inspect furniture regularly to ensure damaged items are repaired or removed as necessary.
• Provide coverage for the Facilities Supervisor during absences, in collaboration with fellow coordinators.
• Perform additional duties as aligned with the role.
• Occasional travel to all other offices for training, team meetings, social events etc.

Security

• Co-ordinate door access amendment requests on security management system.
• Co-ordinate the allocation/management of OneCards (and building access) using security management system(s).
• Manage any access/loading bay requests on building portals.
• Audit building access card reports.

Health & Safety

• Support with local risk assessment content and maintaining control measures.
• Support planning and action for local events.
• Conduct DSE assessments and support outcomes.
• Maintain Health & Safety information on SharePoint and communal areas.
• Take up the role of Fire Warden assisting or acting as evacuation coordinator when required.
• First Aider/Mental Health First Aider - optional.

Technical skills

• Proficiency in Microsoft Office Suite.
• Experience in Health & Safety.
• Possession of an IOSH Managing Safely certificate or equivalent is advantageous.
• Awareness of reducing environmental impacts.
• Methodical and organised approach with a keen eye for detail.
• Experience using (Saas) service management systems is advantageous.

Person specification

• Excellent organisational skills with the ability to prioritise tasks.
• Self-motivated with the confidence to engage with various stakeholders.
• High level of accuracy and attention to detail.
• Strong communication skills, capable of building and maintaining relationships.
• Commitment to providing outstanding customer service.
• Effective time management skills.
• Adaptability to meet changing business needs.
• Professional

Benefits:

• Hybrid working - 3 days in the office / 2 days at home
• Paying up to £30,000
• Superb Benefits and lifestyle choices
• 35 hour working week - Monday to Friday

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Macildowie is a specialist recruitment consultancy with a rich history of enhancing the careers of professionals across the Midlands and the Northern Home Counties. We have an unrivalled understanding of the local market place and recruit for the majority of the region's premier employers. To search for all of our live jobs please visit us at macildowie.com.