Facilities Coordinator

Job Description

Role Purpose:The Facilities team is responsible for managing and supporting the smooth running of facilities, ensuring all contracted Facilities Management (FM) services meet legal, statutory and client specifications. The Facilities Coordinator will be required to workwith the Business Unit Operations Managers and will be responsible for delivering the tasks to deploy, maintain and execute the FM Contract. The Facilities Coordinator will provide a full range of support to the Facilities Manager as follows:Key Responsibilities: • Embrace and role model the desired behaviours to exemplify the Company values, promoting an ethical, positive company culture. • To maintain consistent and documented compliance with all relevant Safety, Health and Environmental (SHE),Good Manufacturing Practice (GMP), Data Integrity (DI), quality and best practice requirements.SHEQ • To comply with procedures. • To support the Facilities Manager in ensuring FM contractor compliance with agreed SHE and quality standards. • To monitor compliance with FM standards, policies, procedures, and templates by means of facility audits andundertaking issue resolution tasks. • Promote positive attitude to health & safety with contractors within buildings. • Liaise with HR regarding DSE/Access to Work requests (DWP). • To assist with ESOS data collation and monitoring from all sites. • To assistwith the ongoing development of ISO14001. • To attend site meetings in order to take notes and actions and providing an audit trail of actions in preparation for the next meeting. • Work with Procurement to evaluate opportunities for reducing energy consumption.• Working with Procurement/Operations to evaluate opportunities for recycling and waste reduction, reducing energy consumption, and conserving water.Facilities: • Promoting service excellence to achieve all Corporate objectives. • To manage the day to day FM contract at the assigned site(s).• Attend site weekly C&M meetings for facilities related items. • To ensure FM are aware of outstanding issuesand are dealing with them in a timely manner • Prepare agendas and actions for weekly and monthly meetings. • To coordinate the delivery of Weekly FM reviews with Operations and ensure that actions are accurately logged and followed up on the FM trackers.• To maintain and assist the development of facility management methodology, best practices, and standards, policies, procedures, templates, and other shared documentation. • To manage maintenance requests such as day to day reactive works; to provide regularand timely reporting of project outputs and performance to internal stakeholders; • Appropriately escalate any issues where suppliers and engineers have failed to respond within contract timescales. • Manage PPMs using CAFM system to escalate non-complianceat weekly FM meetings and if not completed in a timely manner escalate to the Facilities Manager for Monthly meetings. • To pro-actively identify building and service improvement opportunities through structured inspections and audits across all areas of responsibility.• Developing, completing, and filing all necessary documentation and/or reports in accordance with applicable reporting and record keeping requirements. • Support the Facilities Manager to deliver a diverse range of facilities activities, co-ordinating theservices and activities of internal and external supply arrangements e.g. confidential waste.Estates Management: • To coordinate the management of lease agreements and manage and maintain a system to collate information for charging for non-contractual service provisions (such as telephone, postal, photocopying charges, and room hire/refreshments).• Organisation of desk/office moves, all refurbishment works and furniture orders. • Responsible for all new and existing signage that requires updating, as and when required. • Checking and approving of invoices in relation all facilities. • Liaising withLandlord/other tenants on building, maintenance and refurbishment works for common areas.• Generic Licence Management: TV / PRS licences, changes to landlord licences (DCC, Vine) etc. • Supporting the Project Manager for new build projects on addressing snaggingissues and then being responsible for any snagging works and following through until closure. • Responsible for working alongside the Operations Manager for building Start-Up. • Responsible for all building signage across sites. • To support the FacilitiesManager in any other Estates Management activities.Warehousing • Work heavily alongside the Warehouse Team Leader and Warehouse Coordinator at the assigned site to ensure the smooth running of goods in and crossover of FM & Warehouse related activities. • Ensure the Safe Operating Envelope/SRA is being followedat the assigned site in relation to chemical limits and correct storage conditions. • Provide support to the Warehouse Team which includes occasional cover across sites.Knowledge and Experience:Essential:Significant experience of providing facilities support in an organisation of a similar size.Excellent report writing skills.Intermediate Microsoft Excel skills or higher.Experience of recording outputs / performance indicators.Good communication skills.Experience of dealing with external organisations.Self-disciplined and organised with an eye for detail.A proven team player who interacts successfully with all levels in an organisation.Driving Licence with access to own vehicle.This vacancy is being advertised on behalf of Gem Partnership Ltd who are operating as an employment business.