Facilities Coordinator

Title Facilities Coordinator
Salary: £30k-£35k per annum DOE
Hours: 37.5 per week / Monday-Friday / Hybrid – Mix of home and office-based work
Job Type: Permanent / Full Time
Location: Head Office – Northampton (Minimum 2 days per week in the office)

Closing Date for Applications: 18th June 2024

The Role:
To take ownership of the successful and effective administration, monitoring, and performance of the contracts and CAFM system associated with the delivery of the facilities service Bright Horizons Facilities Services UK.

What We Can Offer You:
Our benefits include, but are not limited to:
Flexible working and holiday entitlements
Discounted childcare
Quarterly Employee Appreciation Weeks
Annual gala award evening
Fantastic range of discounts on high street retailers, grocery stores, cinema tickets, holidays and more
Wide range of wellbeing resources, supporting our teams for the ups and downs of daily life

Why Bright Horizons?
We’ve been voted Great Place to Work for the last 17 consecutive years, as well as being awarded the newly created Great Place for Wellbeing and Great Place for Women 2023.
Our support functions enable our nurseries to deliver the best possible care and education to over 10,000 children across the UK. Through this support, our nurseries can deliver excellence – with 98% of our 300+ portfolio being rated Good or Outstanding by Ofsted.
We’re on a mission to change the future for children, families, and the people we work with, and are committed to progressive working values like flexibility, work-life balance, and wellbeing.

What You Will Be Doing:
Delivery of a customer focused facilities service, ensuring that clear lines of communication with key stakeholders (internal and external) are maintained and strong relationships formed.
Working with multiple suppliers/contractors, assist with contract administration, relationships, and performance management of national and regional suppliers.
Monthly reporting, data analysis, using both CAFM system and Contractor’s data.
Implement, Manage & support the usage of Bright Horizons own CAFM system. Ensuring the system is used correctly by both contractors and internal stakeholders by effective communication and training guides.

What We Are Looking For:
Establish, develop, and maintain effective working relationships with all work colleagues, contractors, and business partners. Ensure effective communication and partnership so all work is prioritised and carried out efficiently and effectively, and all issues are dealt with expediently and to the customers’ satisfaction.
Assist the Facilities Leadership team to ensure we have accurate, complete, and up-to-date legislative compliance information at the nurseries and saved on the contractor portal. Produce monthly reports on individual and overall portfolio performance to be presented at the Keeping Everyone Safe Management Board Meetings. Escalate non-compliances and missing information to the relevant Facilities Manager and/or the contractor account manager.
Assist with the development of suitable Repairs and Maintenance and Soft Services processes and procedures with the senior management team and documenting these systems.
Manage the Contract Variation Procedure with both the contractor and internal finance department to ensure we provision proficiently and reconcile against monthly, quarterly, and yearly financial reporting requirements.
Analyse Contractors portal data and

BH CAFM System

to produce monthly reports on contract service level agreements, call count limits and primary KPI’s.
Attend monthly contractor meetings, creating minutes and action plans for both BH and contractor stakeholders.
Be the first point of call for all Nursery complements and complaints relating to contract performance, including Client surveys design and coordination and monitoring of customer satisfaction and the production of reports for management.
Reconcile open PO’s on the P2P system to ensure job completion and to finalise accounts
To update all Facilities processes and how to guides via our BrightWeb page.

Desirable Qualifications:
Level 3 NVQ or equivalent to business/administration
Educated level 3in either Facilities Management or Project Management

Personal Attributes:
Methodical in approach to all tasks asked of them.
Self-motivated and able to work autonomously.
An effective time manager with the ability to multi-task.
Strong business operational focus.
Strong in building relationships and capable of communicating at all levels.
Team player.
Ability to work to tight deadlines.

Bright Horizons are committed to creating inclusive environments where everyone has a sense of belonging and has the opportunity to contribute and thrive in meaningful and impactful ways. We are an inclusive employer and welcome people from all backgrounds to apply. We will consider reasonable adjustments required by applicants. If you share our passion, values, and have most of the skills listed, we encourage you to apply – as you may be just what we are looking for! Please note, due to our sector all roles are subject to an Enhanced DBS. Some of our roles require specific qualifications by law, this will be highlighted as essential within the advert.