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Facilities Coordinator

Jones Lang LaSalle
Job LocationNewcastle Upon Tyne
EducationNot Mentioned
Salary19,000 - 21,000 per annum
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent, full-time or part-time

Job Description

The RoleThe post holder will assist in the running of the CAFM system and administrative service to the Management Team, including support in maintaining contractual compliance and mitigation of service failures.Day to Day

  • To operate the CAFM System, receiving reactive and planned events, relaying information to those responsible for action and keeping the client updated where necessary.
  • Update the CAFM system with a full audit trail of the event from receipt to closure.
  • To ensure that all statutory and compliance PPMs are completed within the allocated time frame, and are uploaded for audit review
  • The weekly review of reactive and PPM tasks, to ensure that tasks are closed in line with the SLA.
  • To manage the damage process to ensure accurate records are kept and that monies are recovered in line with the contract.
  • Manage the extension of time process, ensuring client representatives give approval, and this is accurately recorded.
  • To interpret and analyse data to meet management and client needs.
  • Input of the monthly timesheets on Vixen software for the operational team.
  • To operate at all times with safe working practices with due regard to Health and Safety regulations, COSHH, Control of Infection, waste disposal, etc in accordance with legislative requirements and policies and procedures of IFM.
  • To monitor and log all accidents and incidents as appropriate
  • To contribute to the efficient and effective working of the Facilities Management function.
  • The monthly upload of the meter reads into SystemsLink Software to meet energy contractual obligations.
  • The postholder will be required to maintain an awareness of IFMs policies, procedures and objectives related to the successful delivery of the administration and helpdesk service.
  • To provide clerical and administrative support to the Management Team, including, word processing, filing, reception, telephone and general office duties, where necessary.
  • To carry out any other duties assigned by the Management Team in connection with IFMs operational requirements.
  • To actively work to ensure service failures and deductions are mitigated where possible. Appropriately logging work and allocating priorities in line with the relevant contract standards.
  • To carry out contractor vetting ensuring that all contractors are set up correctly and are processed through the appropriate methods.
  • To raise and issue purchase orders specific to Reactive and Planned works.
  • To carry out stocktakes for the engineers store ensuring all items are up to date.
  • To ensure vehicle inspections under are carried out thoroughly, ensuring all vehicles meet the criteria on the Checklist.
  • To actively carry out monthly SHEQ reports ensuring all of the data inputted is correct.
Skills & ExperienceAn understanding of a helpdesk function and able to take instructions yet at times act on own initiative. Must have: good communication skills, good telephone manner, general understanding of databases, word processing & the internet, a flexible approachwill be required to work & time commitment, file management. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client in order to support the wider team to manage contractual obligations.Were Integral, part of JLL. Were a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral familyare the largest mobile hard services provider in the UK.If youre looking to step up your career, Integral and JLL are the perfect professional home. At Integral and JLL, youll have a chance to innovate with the worlds leading businesses, put that expertise into action on landmark projects, and work on game-changingfacilities and maintenance initiatives. Youll also make long-lasting professional connections through sharing different perspectives, and youll be inspired by the best. Were focused on opportunity and want to help you make the most of yours. Achieve yourambitions - join us at Integral and JLL!ApplyingPlease ensure you upload your full up-to-date CV to fully support your application.All candidates are required to provide valid ID and Right to Work documentation at interview.All successful candidates must be able to pass a DBS check at Integrals cost.

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