Account Co-ordinator

Salisbury Group; Milton Keynes; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is looking for a skilled Account Coordinator to enhance client relationships and ensure smooth operations in facilities management. This role involves coordinating multiple accounts, maintaining effective communication with clients and teams, and providing administrative support to ensure compliance and efficiency. With a focus on delivering high-quality service, you will contribute to a culture that values care and attention in managing facilities. If you're organized, proactive, and eager to grow in a dynamic environment, this opportunity is perfect for you.

Qualifications

• Experience in administration within an operational environment is essential.
• Strong communication and customer service skills are crucial.

Responsibilities

• Coordinate workflow for client requests and ensure effective work completion.
• Maintain CAFM logs and manage sub-contractor service visits.

Skills

Communication Skills

Customer Service Skills

Microsoft Office (Excel and Word)

Numeracy

Administration Experience

Education

GCSE English and Maths or equivalent

Tools

Maximo or other CAFM systems

Job description

About The Role

Are you an experienced and highly organized professional in the facilities management industry? Do you thrive in a fast-paced environment, coordinating multiple accounts and building strong client relationships? If so, we have an exciting opportunity for you!

We are seeking a skilled and motivated Account Coordinator to join our team, working from our 5 days a week with monthly travel to our clients' site in Oxford.

As an Account Coordinator, you will provide comprehensive administrative support and coordination to meet the requirements of the Account Teams, ensuring consistent and proactive support to the FM Operation. The role requires the ability to work under minimal direction and communicate effectively with other staff. A flexible approach with statistical, computer, and administrative skills is required.

Principle Duties and Responsibilities

• Coordinate the workflow for all client and internal requests to ensure effective completion of work in accordance with SLAs;
• Liaise with customers and operational delivery teams to arrange all sub-contractor reactive maintenance visits and manage end-to-end processes;
• Liaise with customers and operational delivery teams to schedule all sub-contractor service visits as per the PPM regime;
• Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail;
• Obtain and upload all relevant Sub-Contractor compliance documentation and PPM paperwork against work orders, ensuring the CAFM system is populated with ‘in date’ service records/sheets;
• Review sub-contractor service records/sheets and raise ‘follow-on’ work orders where required, assigning to the correct resource and priority;
• Support operational delivery teams and work closely with the Scheduling team to ensure all works are managed by the appropriate party;
• Maintain effective relationships with sub-contractors, ensuring work is delivered on time and to a high standard, escalating and reporting information as required;
• Utilize the CAFM quotation module to build estimates/quotations, liaising with the operations/delivery teams, issuing to relevant parties, and managing approvals;
• Manage all chargeable Minor Works Requests, including purchasing operations;
• Raise and issue purchase orders in line with internal governance, updating CAFM work logs, and filing all purchase orders against work orders;
• Ensure all deliveries are scheduled and all documentation (goods receipts) is filed appropriately within the CAFM system;
• Validate and receipt invoices against costs to assist with Budgetary Control, escalating and resolving issues promptly;
• Capture and enter all work delivery costs into the CAFM system;
• Manage and mitigate risks within the scope of the contract(s), using escalation methods, and ensure financial risks are recorded and mitigated;
• Provide SLA/PPM and operational reports to the operational teams weekly/monthly;
• Attend client and operational meetings as an Account representative;
• Perform any other administration tasks related to the contract as directed by your line manager;
• Comply with all relevant Health & Safety regulations;
• Contribute to the ‘FM Team’ culture.

About You

Minimum Qualifications, Certifications, and Training required

• GCSE English and Maths or equivalent

Essential Knowledge, Skills, and Experience for this role

• Good written and spoken English and a good level of numeracy.
• Knowledge of Maximo or other CAFM systems is an advantage but not essential, as training will be provided.
• Good IT skills including Microsoft Office (Excel and Word).
• Excellent telephone and communication skills.
• Previous experience in an administration role in an operational environment is essential.
• Excellent customer service skills.
• Aptitude and willingness to undertake further technical and business training (e.g., IOSH Managing Safely).

About The Company

Atlas Workplace Services was built to be different from faceless organizations in the facilities management industry that often lack a human touch. Our ambition is to make buildings and facilities better for the people who work in them. We do this because we believe buildings are better places to be when they are looked after by caring people.
We achieve this by combining our understanding with useful technology and an above-and-beyond attitude from our people on the ground and in support centers. This provides a more personal approach to facilities management and building maintenance services.
We are present across the UK at more than 1,000 sites and over 11 million square feet of premises. Our services include engineering maintenance, security, cleaning, compliance, reception, energy solutions, and more.