Facilities Coordinator

Dynamite Recruitment Solutions Ltd; Greater London; On-site; GBP 29,000; Full time

Job summary

A well-established organization in Greater London is seeking a Facilities Administrator to ensure a safe workplace through building inspections and effective management of contractor services. The ideal candidate will possess strong communication and administration skills, be self-motivated, and have a valid driving license. This role involves responsibilities such as troubleshooting inquiries, maintaining stock levels, and supporting health and safety audits. Competitive salary and supportive work environment are offered.

Qualifications

• Strong communication skills are essential for supporting colleagues and clients.
• Proactive nature and strong administration skills are critical for managing responsibilities.
• Experience with Microsoft Office is necessary for daily tasks.

Responsibilities

• Support building inspections to ensure a safe workplace.
• Manage stock levels and address service requests promptly.
• Oversee facilities services contractors and ensure compliance with health and safety regulations.

Skills

Good coordination experience

Strong communications skills

Good administration skills

Proactive nature

Effective interpersonal skills

Good experience of Microsoft Office packages

Education

Driving license

Job description

Facilities Administrator

Hours: Monday to Friday

Salary: £29,000

Location: Notting Hill, London

Dynamite recruitment is working in partnership with a well-established organisation who are UK based. Due to a busy period out client is looking to recruit a Facilities Administrator/Helpdesk to start as soon as possible.

Responsibilities

As a Building and Facilities Coordinator, you will be responsible for:

• Supporting with building inspections (weekly and monthly). Ensuring that there is a safe and compliant workplace, including building fabric, equipment and proactively monitoring the condition of workplaces.
• Maintain workplace solutions stock levels.
• Take ownership of actions from building inspections or service requests and create action plans, including full resolution, or escalation.
• Ensure the safety and wellbeing of people working within our workplaces, working with other central services colleagues to deliver this.
• Enable the regular occurrence of annual audits (i.e. Fire Risk Assessments, H&S audits), by providing access to sites and relevant documentation.
• Implementing any recommendations, commissioning necessary works and reporting regularly on progress.
• Troubleshoot, triage and resolve calls, queries and requests via the Workplace Solutions Helpdesk, complying with SLAs. Escalate to third parties as appropriate.
• Contribute to any incident response, supporting with Business Continuity activity, working to minimise any impact on our customers.
• Responsible for the security of the buildings (opening and closing)
• Support procurement processes, including preparation of specification and tender documents where required.
• Be responsible for specific facilities services contract management, acting as a primary point of contact, understanding contract requirements, holding regular contract review meetings, escalating issues by exception.
• Day to day contractor management of all suppliers working onsite (including internal cleaners and Homecare colleagues) ensuring all necessary H&S and procurement requirements are undertaken.
• Carry out purchasing and invoicing processes in a timely and accurate manner. Understand and comply with Financial and Procurement regulations.

Qualifications

• Good coordination experience
• Strong communications skills and experience
• Good administration skills and experience
• Self-motivated and enthusiastic with a solution focussed, positive ‘can do, will do’ attitude, putting the customer at the heart of every interaction.
• Proactive nature and the ability to act upon own initiative and effectively manage the workload with the ability to prioritise and work under pressure and to tight deadlines.
• Will have a keen eye for detail.
• Effective interpersonal skills: flexible and committed, enthusiastic, takes ownership, promotes sharing of ideas and supports team members with their duties as required.
• Good experience of Microsoft Office packages including Outlook, Word & Excel
• Full driving licence and/or the ability to travel in a timely and efficient manner to visit tenants, sites and attend meetings, frequently located in areas not covered by public transport.
• IOSH would be desirable but isn’t essential.
• MUST BE ABLE TO DRIVE