Facilities Management Co-Ordinator

The Engage Partnership

I am excited to be recruiting for a Facilities Management Co-Ordinator for an award-winning Building Consultancy based in Bristol.

Role Description for the Facilities Management Co-Ordinator:

The Facilities Management Co-ordinator is responsible for providing administrative and operational support to the Facilities Management team. The role will involve dealing with day-to-day repairs and maintenance requests for the managed portfolio of commercial and residential properties. This will include monitoring repair requests, scheduling and dispatching contractors and providing excellent customer service. The ideal candidate will be highly organised and can multitask and prioritise. This role is ideally suited to an upbeat and self-motivated individual who can take ownership of matters and has a keen eye for detail. The ideal candidate for the role will have at least 12 months experience in this type of position.

Duties/Responsibilities of the Facilities Management Co-Ordinator:

• Manage and track the day-to-day operations, including maintenance requests and orders, client relations and other administrative tasks
• Monitor helpdesk emails and telephone calls for requests for maintenance
• Manage and coordinate the inspection and maintenance of facilities, and ensure all health, safety, and environmental regulations are adhered to
• Review test certificates and risk assessments to identify any follow-up remedial works required and then organise
• Maintain and update databases and records related to facilities management
• Coordinate with clients, contractors, and other third-party service providers
• Monitor contracts, leases, and other agreements related to the Facilities Management department.
• Answering telephone enquiries and processing as appropriate, undertaking follow-up calls
• Provide reports, feedback and communication on a regular basis with the clients
• Oversee invoices are correct and duly sent to accounts for payment
• Manage service providers/contracts
• Diary Management of critical dates such as health & safety testing
• Maintain and update records of all repair requests
• Coordinate and schedule technicians to respond to repair requests
• Monitor and track inventory of repair materials and equipment
• Provide excellent customer service by responding to customer inquiries in a timely and helpful manner
• Create and maintain accurate reports related to repair requests
• Develop and maintain positive working relationships with clients and subcontractors
• Responsible for organising and logging all keys and fobs
• Perform other duties as assigned by Facilities Manager to ensure smooth running of organisation.

Key Skills Required of the Facilities Management Co-Ordinator:

• Strong organisational and multitasking skills
• Strong communication and interpersonal skills
• The ability to provide excellent customer service
• The ability to prioritise and proactively manage workload, as well as working under pressure
• A positive ‘can do’ attitude professional approach and personable manner as well as confidence
• Demonstrate initiative and be an adaptable team player with a flexible approach and sense of humour
• Have a meticulous attention to detail
• Demonstrate first class administrative skills
• Ability to work independently and as part of team

Other Desirable Attributes (but not imperative):

Knowledge of relevant laws, regulations, and policies related to Facilities Management.

Working knowledge of the building trade Qualifications:

Good standard of general education

At least 12 months of experience in facility management or in the property/construction industry Proficiency in Microsoft Office and other relevant software

The Faciities Management Co-Ordinator will be required to work full-time Monday – Friday 9.00am – 5.30pm

Working Arrangements: Working from office, with one designated day per week working from home, post successful completion of Probation.

Holiday Entitlement: 25 days per annum plus an additional day per year of service up to a maximum of 28 days per annum.

Please apply with your CV now if you interested and what to find out more