Account Co-ordinator

TN United Kingdom; Milton Keynes; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading facilities management company is seeking an experienced Account Coordinator to provide administrative support and coordination. The role involves managing client relationships, coordinating workflows, and ensuring compliance with health and safety regulations. Ideal candidates will have strong communication skills and a background in administration, with a focus on customer service. Join a team that values a personal approach to facilities management and contributes positively to the culture.

Qualifications

• Previous experience in an administrative role within an operational environment.
• Willingness to undertake further technical and business training.

Responsibilities

• Coordinate workflow for all client and internal requests to ensure effective completion.
• Liaise with customers and operational delivery teams for maintenance visits.
• Maintain CAFM logs and ensure accurate information is entered.

Skills

Communication

Customer Service

Numeracy

Education

GCSE English and Maths or equivalent

Tools

Microsoft Office

Maximo

Job description

Social network you want to login/join with:

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 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 supervision and communicate effectively with other staff. A flexible approach with statistical, computer, and administrative skills is essential.

Principle Duties and Responsibilities

1. Coordinate workflow for all client and internal requests to ensure effective completion of work in accordance with SLAs.
2. Liaise with customers and operational delivery teams to arrange all sub-contractor reactive maintenance visits and manage end-to-end processes.
3. Liaise with customers and operational delivery teams to schedule all sub-contractor service visits as per the PPM regime.
4. Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail.
5. Obtain and upload all relevant sub-contractor compliance documentation and PPM paperwork against work orders, ensuring the CAFM system is populated with up-to-date service records.
6. Review sub-contractor service records and raise follow-on work orders where required, assigning to the correct resource and priority.
7. Support operational delivery teams and work closely with the Scheduling team to ensure all works are managed appropriately.
8. Maintain effective relationships with sub-contractors, ensuring work is delivered on time and to a high standard, escalating issues as needed.
9. Utilize the CAFM quotation module to build estimates/quotations, liaising with relevant teams and managing approvals.
10. Manage all chargeable Minor Works Requests, including purchasing operations.
11. Raise and issue purchase orders following internal governance, updating CAFM work logs, and filing all purchase orders accordingly.
12. Schedule deliveries and ensure all documentation is filed appropriately within the CAFM system.
13. Validate and receipt invoices against costs to assist with budget control, escalating issues promptly.
14. Capture and enter all work-related costs into the CAFM system.
15. Manage and mitigate risks within the scope of contracts, recording all actions and escalations.
16. Provide SLA/PPM and operational reports to teams weekly/monthly.
17. Attend client and operational meetings as an Account representative.
18. Perform any other administrative tasks related to the contract as directed.
19. Comply with all relevant Health & Safety regulations.
20. Contribute positively to the ‘FM Team’ culture.

About You

Minimum Qualifications, Certifications, and Training

• GCSE English and Maths or equivalent

Essential Knowledge, Skills, and Experience

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

About The Company

Atlas Workplace Services aims to stand out from faceless facilities management organizations by focusing on a human touch. Our goal is to improve buildings and facilities for the people who use them, believing that well-maintained buildings are better places to work.

We combine unique understanding with innovative technology and a proactive attitude from our team members, providing a personal approach to facilities management and building maintenance. With a presence across the UK at over 1,000 sites and managing more than 11 million square feet, our services include engineering maintenance, security, cleaning, compliance, reception, energy solutions, and more.