Facilities Co-ordinator

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

Job summary

An established industry player is seeking a Facilities Coordinator to manage subcontractor activities and reception duties. This role is crucial for maintaining a welcoming environment and ensuring smooth operations within the facility. The ideal candidate will possess strong organizational and communication skills, with proficiency in Microsoft Office and a knack for multitasking. Flexibility is key, as occasional evening and weekend work may be required to accommodate facility needs. Join a dynamic team and contribute to a well-organized and efficient workplace.

Qualifications

• Experience in facilities coordination, reception, or administrative roles preferred.
• Strong organizational skills and attention to detail.

Responsibilities

• Greet subcontractors and maintain contractor records.
• Manage meeting room bookings and kitchen supplies.
• Coordinate with subcontractors and handle mail distribution.

Skills

Facilities Coordination

Reception Duties

Organizational Skills

Communication Skills

Microsoft Office Suite

SAP Knowledge

Job description

Job Responsibilities

1. Greet and welcome subcontractors & visitors, ensuring they sign in/sign out and complete site induction procedures.
2. Maintain and update contractor records to verify completion of site inductions and track upcoming visits.
3. Ensure meeting rooms and customer areas are clean, tidy, and equipped for meetings/events.
4. Manage inventory of kitchen supplies and ensure cleanliness of kitchen facilities.
5. Attend facility and HSE meetings weekly to coordinate contractor activities.
6. Maintain and update the Facilities Register, including contractor reports and upcoming deadlines.
7. Request quotes from suppliers, raise SAP requisitions, and coordinate subcontractors for facility works.
8. Serve as the point of contact for subcontractors regarding RAMS submission and site visits with the Facilities Manager/HSE Coordinator.
9. Organize subcontractor information and raise change controls for facility upgrades.
10. Communicate with the landlord's agent about site visits and support the Facility Manager with printing services setup.

Reception Duties

1. Book meeting rooms and manage bookings effectively.
2. Order and set out lunches for meetings and events, maintaining presentation standards.
3. Arrange hotels and transfers for visitors.
4. Manage stock of office supplies, beverages, and raise SAP requisitions for replenishment.
5. Monitor milk requirements and liaise with suppliers for delivery.
6. Perform daily maintenance of the coffee machine and oversee its operation.
7. Handle incoming/outgoing mail and distribution.

Additional Responsibilities

Perform any other tasks within the role's scope. Be available for evening and weekend work as needed, approximately one Saturday per month if required.

Your Profile / Qualifications

Qualifications and Skills:

• Experience in facilities coordination, reception, or administrative roles preferred.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite; SAP knowledge preferred.
• Ability to multitask and prioritize effectively.
• Flexible schedule for evening and weekend work as needed.

Working Hours

Standard hours: Monday to Friday, 8:00 am to 4:30 pm. Flexibility with agreement from the Facilities Manager is possible. Occasional evening and weekend work may be required to accommodate subcontractor schedules and facility needs.