Facilities Administrator

Integral UK Ltd; Brentwood; On-site; GBP 30,000 - 40,000; Full time

Job summary

A facilities management company is seeking a Senior Facilities Coordinator for Brentwood Community Hospital. The role involves managing CAFM systems, ensuring compliance with contracts, and supporting administration and training for the team. The ideal candidate will have over 3 years of experience in facilities management and strong communication skills. A proactive approach and knowledge of health and safety standards are essential. This position offers the opportunity to contribute significantly to service delivery within an established team.

Qualifications

• Minimum 3 years experience as a Facilities Coordinator in multi contract or large-scale accounts.
• Technology and good typing skills required.
• Clear and confident communication skills necessary.

Responsibilities

• Assist in running the CAFM system and provide administrative support.
• Ensure compliance with contractual obligations.
• Support the CDM in financial reporting functions.
• Lead administration aspects of client audits.

Skills

Facilities coordination

Customer service

Communication

Technology (Microsoft Word, Excel, Outlook)

Health & Safety awareness

CAFM knowledge

Tools

CAFM software

Job description

Senior Facilities Coordinator - Brentwood Community Hospital

Job Profile

An understanding of facilities administration functions with an ability to take instructions and act on their own initiative. Must have effective communication skills, good telephone manner, general understanding of databases, word processing & the internet. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client to support the site management teams to manage contractual obligations.

Responsibilities

The post holder will assist in the running of the CAFM system and administrative service to the management teams throughout the region, including support in maintaining contractual compliance and mitigation of service failures. To provide a timely and effective service as a critical part of the facilities team. Support other contracts and parts of the division in a Facilities Coordinator capacity.

Functions

• To support the CDM in finance reporting functions including WIP, debt control, variance analysis, PPM costing planning / tracker and budget building
• To ensure subcontract renewals are coordinated and administered
• To train and support the development of other Facilities Coordinators and Facilities Administrators
• To deputise for Facilities Coordinators, Facilities Administrators and on occasions, the CDM
• To support the CDM by leading on administration aspects of internal and external client audits
• To complete SOPF Site Audits as required by the CDM
• Support the contract team with contractor inductions, RAMS (Risk Assessment and Method Statement) and permits
• Act as Subject Matter Expert for PFI SOP (Admin and FC related duties only)
• Provide support, training and coaching for new employees
• To Copy Facilities Admin Duties to here

Other Responsibilities

• Support the CDM in compliance with the PPM programme
• Support the CDM in compliance with client service level outputs
• Support the CDM in compliance with company Quality Assurance procedures
• Supporting the CDM in aspects of Health and Safety standards in the FM operations
• Assist other PPP premises with Reactive and PPM if requested by the CDM.
• Continue with self-development to improve service delivery and reduce outsourcing needs.

Job Measurement Data

• Internal and External KPI Performance
• Financial Penalties
• Internal and Reporting

Essential

• Must have min 3 years Facilities Coordinator in a multi contract / site or large-scale account
• Good understanding of customer service, IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation
• Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal
• Technology , Microsoft Word and Excel, Outlook, and good typing skills
• Good understanding of CAFM
• Technical knowledge of Mechanical / Electrical Plant and Equipment
• Ability to prioritise workload and tasksCan do attitude with a proactive approach
• Have a good awareness of Health & safety working practices

Desirables

• IOSH (Managing safely)
• Previous history of working within Facilities Management Services and knowledge of Facilities Management software.