Facilities Coordinator

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

Job summary

An established industry player is seeking a highly organized Facilities Coordinator to join their dynamic team. This role involves managing maintenance tasks, ensuring compliance with service agreements, and supporting procurement activities. You will be instrumental in maintaining operational efficiency and fostering strong relationships with clients. The company values its employees and offers comprehensive support, including an Employee Assistance Programme and lifestyle rewards. If you are self-motivated and thrive in a collaborative environment, this is the perfect opportunity for you.

Benefits

Employee Assistance Programme

24/7 Virtual GP

Lifestyle Rewards

Discounts for Employees & Family

Financial Tools & Retirement Plan

Qualifications

• Experience in a diverse defence engineering and FM environment.
• Proven track record in Facilities Management and Engineering Administration.

Responsibilities

• Manage planned and reactive maintenance tasks to ensure smooth operations.
• Liaise with service teams and maintain accurate records of work.

Skills

Facilities Management

CAFM Experience

Microsoft Office

Engineering Administration

Communication Skills

Education

GCSE in Maths

GCSE in English

Tools

SAP

CAFM System

Job description

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• Monday - Friday - 08:00 - 17:00 (1 hour for lunch)
• Free Car parking

Check your local transport links here: - the destination you should input is Colchester, CO2 7UT

Job Description

We are currently seeking a highly organised and self-motivated Facilities Coordinator to join our dynamic team at Merville Barracks, Circular Road South, Colchester. As a Facilities Co-ordinator, you will be instrumental in managing both planned and reactive maintenance tasks, ensuring the smooth operation of facilities services. This is an exciting opportunity to be a key part of our team, responsible for task scheduling, administration, and ensuring all work is completed in line with service agreements and quality standards.

What you’ll do:

• Assist in receiving, assigning, supervising, and ensuring successful completion of all planned and reactive maintenance tasks in line with the payment mechanism.
• Plan, schedule, and administer task allocation to ensure completion.
• Extract accurate information from nominated callers and documentation to process requests efficiently.
• Adapt and respond to changing priorities while carrying out duties.
• Liaise with the Service Delivery Team to ensure smooth processing of quotations, purchase orders, completions, invoices, and remedial works.
• Maintain accurate records of live and paid work, and document service failures in accordance with the Payment Mechanism and Quality Assurance Processes.
• Administer the CAFM system to monitor all reactive maintenance tasks, ensuring all relevant amendments and notes are logged.
• Support the procurement of materials via SAP as required, in line with Technical Officer guidelines.
• Ensure all self-delivered Planned Preventative Maintenance (PPMs) are entered and scheduled correctly in the CAFM system.
• Monitor task progress and provide timely updates and escalation for tasks likely to exceed reactive maintenance caps.
• Provide supporting evidence for Barrack Damage claims, including engineer photos.
• Assist with invoice queries and provide timely data to finance teams.
• Coordinate remedial works for PPMs and arrange for external contractors as necessary.
• Offer business-wide administration support, including minute-taking, filing, postal administration, reporting, and procurement of materials (stationery/PPE).
• Raise Purchase Orders for materials and sub-contractors in line with task requirements.
• Ensure all tasks are completed within the required Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
• Follow Sodexo processes, procedures, and policies to maintain high standards.
• Build and maintain excellent relationships with both internal and external clients.
• Participate in team briefs, huddles, and meetings to stay updated on operational requirements.
• Attend performance development reviews to discuss job standards and development activities.
• Maintain a clean, tidy, and safe working environment at all times.
• Ensure effective communication with your line manager, team members, customers, and client organisations.
• Meet all Service Audit requirements for the Contact Management Helpdesk.

What you bring:

• Experience of operating within a diverse defence engineering and FM environment.
• CAFM experience
• Must work well within a team and be able to make decisions based upon own knowledge and initiative.
• Must have strong IT skills, be proficient in Microsoft Office and familiar with Data Base type software
• Proven experience in an Engineering Administration role with a proven track record in Facilities Management.
• A strong foundation in education, with GCSE passes in Maths and English.
• Be flexible to work outside core hours when required.

What we offer:

Working with Sodexo is more than a job; it’s a chance to be part of something greater. You’ll belong in a company and team that values you for you; you’ll act with purpose and have an impact through your everyday actions; and you’ll be able to thrive in your own way. In addition, we offer:

• Employee Assistance Programme for personal, legal, and financial advice
• 24/7 virtual GP & lifestyle rewards
• Discounts for you & family
• Financial tools & retirement plan

Ready to be part of something greater? Apply today!