Facilities Account Coordinator

Aspire Personnel Ltd; Milton Keynes; On-site; GBP 17,000 - 22,000; Part time

Job summary

Aspire Personnel Ltd is seeking a Temporary Account Coordinator in Milton Keynes to provide comprehensive administrative support and coordination for Account Teams and Facilities Operations. The role requires the ability to work with minimal direction, communicate effectively with staff, and adopt a flexible approach across statistics, IT and admin tasks.

Key duties include coordinating client and internal requests to meet SLAs, managing subcontractor visits, maintaining thorough logs, and

Qualifications

• Good written and spoken English.
• Strong numeracy is preferred.
• IT skills including Excel and Word are essential.
• Previous experience in an administration role in an operational environment is essential.
• Excellent customer service skills.

Responsibilities

• Coordinate workflow for client and internal requests to meet SLAs.
• Arrange sub-contractor reactive maintenance visits and manage end-to-end processes.
• Maintain logs and audit trails with accurate information.
• Upload Sub-Contractor compliance documentation and ensure up-to-date service records.
• Raise and manage purchase orders and quotes, and support budgeting.
• Support scheduling teams and ensure delivery of works by the appropriate party.
• Build relationships with sub-contractors and escalate issues as required.

Skills

English proficiency

Telephone skills

Communication skills

Tools

Microsoft Excel

Microsoft Word

Job description

Out client is looking for a Temporary Account Coordinator for a minimum of two months

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 Facilities 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;
• Maintain 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 and ensure the 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 consistently high standard, escalating and/or reporting information to the operational and procurement teams as required;
• Utilise the quotation module, liaising with the operations/delivery teams, in order to build estimates/quotations, issuing to the relevant party and managing approvals;
• Management of all chargeable Minor Works Requests, including purchasing operations;
• Raising and issuing purchase orders in line with internal governance process, updating work logs and filing all purchase orders against work orders as per company procedures;
• Ensure all deliveries are scheduled and all documentation (goods receipts) is filed appropriately within the system;
• Validate and receipt associated invoices against committed costs, in order to assist with Budgetary Control, escalating and resolving issues quickly;
• Ensure all costs associated with work delivery are captured and entered into the system;
• Ensure any risk, within the scope of the contract(s), is managed and mitigated, using all methods of escalation accordingly ensuring any

About The Candidate

Knowledge, Skills and Experience for this role

• Good written and spoken English and a good level of numeracy.
• Good IT skills including Microsoft Office – (Excel and Word).
• Excellent telephone and communication skills.
• Previous experience of an administration role in an operational environment is essential.
• Excellent customer service skills