Facilities Coordinator

Girl's Schools Association; England; On-site; GBP 25,000 - 45,000; Full time

Job description

The Facilities Coordinator oversees the day-to-day management of facility operations within the Estate Department.

Detail

This role involves supporting the Operations Manager by overseeing various maintenance activities, coordinating contractors, and ensuring service delivery and compliance.

Working Hours

Hours of work are 40 hours per week, full year, normally between the hours of 08:00 and 16:30. Occasional weekend work should be expected to support school events; in the region of four or five days per year which will include Speech Day at the start of July. You may also be expected to work on Bank Holidays if they fall within a school term.

Key Responsibilities

• Day to day management of the Helpdesk ticketing system (breakdown repairs).
• Working in conjunction with the Maintenance Manager, prioritising work requests.
• Setting up servicing and inspection contracts.
• Producing estimates of costs for minor works.
• Maintaining the staff fire register.
• Coordinating building repairs and maintenance tasks.
• Scheduling and recording regular maintenance checks for equipment and systems.
• Assisting with the programming of all preventative maintenance servicing and statutory inspections.
• Serve as a Fire Warden.
• Maintaining health and safety compliance records.
• Assisting the Operations Manager with project planning and execution.
• Dealing with enquiries and telephone or email requests.
• Handling budgeting and purchasing of supplies.
• Processing purchase orders and invoices.
• Processing and maintaining holiday, overtime, sickness and TOIL (time off in lieu) records for department personnel and logging the work time sheets.
• Day to day management of central estate keys.
• Day to day management of the school vehicle fleet.
• Management of the disposal of waste from site - food waste/recycling/general/hazardous etc.
• Meeting and escorting visitors and contractors as required by the School’s safeguarding rules.
• Liaising with all school staff to schedule programmed work and provide updates.
• Monthly reading and recording of electricity and water meters.
• Maintaining an accurate record of electricity, heating oil and water consumption.
• Monitoring heating oil levels, ordering and managing regular deliveries.
• Assisting with the preparation and running of School events.
• Routine checking of all contractor documentation.
• Assisting with the coordination of staff moves for on-site accommodation and carrying out inspections of accommodation pre and post let.
• Assisting in the maintenance of the asset register of furniture within on-site accommodation.

All applicants must complete the school’s official application form, providing a full career history and names and contact details for two referees. Completed application forms should be returned to: [e-mail]. Interviews will follow shortly after the closing date.