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Facilities Coordinator | Hard Services

The Role

Reporting to Geography WFM Lead, responsibility for day to day aspects of management of Hard Service related items within the office. Total ownership/accountability for the management of contracts within their remit. To provide a safe, clean and comfortable work environment for members, and maintain a visible presence and responsive service within the offices.

Key Responsibilities

·      Operational responsibility for day to day running of hard service contracts, to include delivery of planned and reactive maintenance.

·      Forward planning and, in conjunction with WFM Lead, management of finances for achieving financial targets, budget management and review.

·      Regular review of contracts/SLAs to include monthly meetings/quarterly reviews and reports with WFM Lead.

·      Strong understanding of legal compliance to include H&S, energy, quality and environmental in line with responsibilities as outlined in the firm’s Management System.

·      Timely review and updates to Arup’s HSE Log for relevant locations.

·      Maintaining of Contractors’ details, to include contracts/SLAs, insurances, records of site inductions, service reports, engineer competencies etc. and identifying opportunities for re-tendering/securing cost efficiencies.

·      Reviewing facilities requests & validating supporting information and assisting with monitoring and management of associated workflow.

·      Familiarity & understanding of current H&S requirements to support a safe working environment, with willingness to complete training as required.

·      Supporting contractor management on site, by timely review of contractor RAMS, and the administration of e-permits (access permits & permits to work) and contractor inductions/site briefings where necessary.

·      Maintaining close working relationships with teams based at site to offer support in managing the immediate workplace experience within the office environment, and communicate planned activities accordingly.

·      Tracking planned & anticipated contractor attendance in line agreed dates/programme, including with main FM provider and ad-hoc contractors.

·      Regular interaction with housekeeping contractors and Workplace Experience Assistants/Coordinators in order to respond to immediate issues.

·      Ability and willingness to travel to other sites within the region to offer support as required for wider WFM team, stakeholder engagement, contractor meetings etc.

·      Regular auditing and review of offices for safety, compliance and improvement.

·      Overseeing project works as required – some flexibility required to support some out of hours.

·      Front of House cover as required.

Key Skills and Experience Required

·      Resilient under pressure and be able to converse confidently with staff, customers and suppliers at all levels. 

·      Have general knowledge of site plant, equipment and office services. 

·      Good problem solving and analytical skills.

·      Clear and logical thinker.

·      Team player and self-motivator.

·      Strong work ethic.

·      Compliance/knowledge of current legislation.

·      Exhibit a positive and enthusiastic attitude.

Desirable Skills and Experience

·      Minimum of 5 years’ experience of managing maintenance activity.

·      Good, all-round knowledge of various engineering disciplines e.g. Electrical, Mechanical, and Civil or Facilities Management. 

·      Demonstrate experience of coordinating and managing building maintenance and good awareness of fit-out, churn and H&S issues.

·      Able to think on their feet and change their approach as required.

·      Understands the importance of process, reports and paperwork.

·      Knowledge of CAFM systems.

·      Knowledge of ePermits system.

Qualifications

·      Degree or industry specific qualification such as IWFM Certificate or 5 years of experience within the field of expertise.

·      IOSH desirable, or willingness to complete IOSH Training.

·      NEBOSH desirable, or willingness to complete NEBOSH Training.

·      First Aid & Fire Marshal trained or desire to be.