Facilities Coordinator

People Group Limited; Reigate; On-site; GBP 23,000 - 32,000; Full time

Job summary

People Group Limited currently seeks an Facilities Coordinator to support delivering facilities management services across multiple properties. The role involves coordinating day-to-day facilities needs, handling enquiries, supporting health and safety compliance, and assisting with both hard and soft facilities management tasks.

You will back up the Senior Facilities Coordinator, maintain service standards, and help establish facilities requirements for new properties while upholding safety and

Qualifications

• Previous experience in a customer-facing role.
• Good understanding of routine property and facilities checks required to maintain compliance.
• Experience of accurately recording and monitoring inspections, checks and actions.
• Strong written and verbal communication skills, with the ability to clearly articulate findings, issues and recommendations.
• A proactive approach to managing tasks, priorities and deadlines.
• Good organisational and administrative skills.
• Experience working in an environment supporting staff, customers, tenants or members of the public.

Responsibilities

• Support the delivery and coordination of Facilities Management and maintenance activities across the property portfolio.
• Receive and respond to day-to-day enquiries from colleagues, customers and other stakeholders, providing a timely, courteous and effective service.
• Support the Senior Facilities Coordinator with premises health, safety and compliance requirements.
• Ensure a high standard of service delivery is maintained at all times while achieving value for money.
• Develop and maintain strong, professional relationships with stakeholders, colleagues, clients and suppliers.
• Provide a consistently high level of customer service.
• Manage and support communications with clients, suppliers and internal teams.
• Proactively manage tasks, priorities and expectations within the directorate.
• Identify and escalation concerns, risks or issues to the appropriate senior manager where necessary.
• Contribute to the continued improvement and success of the facilities management service through effective operational support.
• Support the delivery of assigned tasks and jobs in conjunction with the Facilities Management Service Desk, ensuring that client or customer requirements, concerns and complaints are dealt with effectively and communicated appropriately.
• Oversee the completion and accurate recording of regular checks across the properties.
• Carry out site visits as part of an ongoing service plan.
• Undertake site visits when properties are being brought into the portfolio and assist with establishing the facilities services and requirements for those properties.
• Deliver a range of administrative and customer service activities in support of established systems and processes, ensuring agreed standards are maintained.
• Adhere to established standards of service delivery and support all relevant regulatory, statutory and technical compliance requirements.
• Support the Senior Facilities Coordinator in delivering initiatives and projects as required, particularly those relating to mobilisation, transition and commencement of services at new properties.
• Maintain high standards of health, safety and welfare at work and take reasonable care of the health and safety of yourself and others.
• Comply with safeguarding policies and procedures where applicable.
• Adopt a safety-first approach and proactively contribute to a culture where health and safety is openly discussed and actively managed.
• Support the effective management of quality, health, safety and environmental requirements, ensuring that relevant systems and processes are followed and risks are proactively managed.
• Manage services in accordance with applicable quality management standards.
• Promote and actively seek sustainable working practices, processes and products.
• Undertake any other reasonable duties appropriate to the level and nature of the role, as required by the line manager.

Skills

Customer service

Facilities checks

Inspection recording

Communication

Task management

Organisation

Stakeholder management

Job description

Please note this is an urgent temp(3 months) to perm opportunity for the successful candidate.

The Facilities Coordinator is responsible for supporting the effective delivery of Facilities Management and maintenance activities across a portfolio of properties. The role involves coordinating day-to-day facilities requirements, responding to enquiries, supporting health and safety compliance, and following up on both hard and soft facilities management matters.

The successful candidate will provide a professional, responsive and customer-focused service while supporting the Senior Facilities Coordinator with the day-to-day administration and management of facilities activities across the property portfolio.

Key responsibilities

• Support the delivery and coordination of Facilities Management and maintenance activities across the property portfolio.
• Receive and respond to day-to-day enquiries from colleagues, customers and other stakeholders, providing a timely, courteous and effective service.
• Support the Senior Facilities Coordinator with premises health, safety and compliance requirements.
• Ensure a high standard of service delivery is maintained at all times while achieving value for money.
• Develop and maintain strong, professional relationships with stakeholders, colleagues, clients and suppliers.
• Provide a consistently high level of customer service.
• Manage and support communications with clients, suppliers and internal teams.
• Proactively manage tasks, priorities and expectations within the directorate.
• Identify and escalation concerns, risks or issues to the appropriate senior manager where necessary.
• Contribute to the continued improvement and success of the facilities management service through effective operational support.

General Responsibilities

• Support the delivery of assigned tasks and jobs in conjunction with the Facilities Management Service Desk, ensuring that client or customer requirements, concerns and complaints are dealt with effectively and communicated appropriately.
• Oversee the completion and accurate recording of regular checks required across the properties.
• Carry out site visits as part of an ongoing service plan.
• Undertake site visits when properties are being brought into the portfolio and assist with establishing the facilities services and requirements for those properties.
• Deliver a range of administrative and customer service activities in support of established systems and processes, ensuring agreed standards are maintained.
• Adhere to established standards of service delivery and support all relevant regulatory, statutory and technical compliance requirements.
• Support the Senior Facilities Coordinator in delivering initiatives and projects as required, particularly those relating to the mobilisation, transition and commencement of services at new properties.
• Maintain high standards of health, safety and welfare at work and take reasonable care of the health and safety of yourself and others.
• Comply with safeguarding policies and procedures where applicable.
• Adopt a safety-first approach and proactively contribute to a culture where health and safety is openly discussed and actively managed.
• Support the effective management of quality, health, safety and environmental requirements, ensuring that relevant systems and processes are followed and risks are proactively managed.
• Manage services in accordance with applicable quality management standards.
• Promote and actively seek sustainable working practices, processes and products.
• Undertake any other reasonable duties appropriate to the level and nature of the role, as required by the line manager.

Experience

Essential

• Previous experience in a customer-facing or customer service role.
• Good understanding of routine property and facilities checks required to maintain compliance.
• Experience of accurately recording and monitoring inspections, checks and actions.
• Strong written and verbal communication skills, with the ability to clearly articulate findings, issues and recommendations.
• A proactive approach to managing tasks, priorities and deadlines.
• Good organisational and administrative skills.
• Experience working in an environment supporting staff, customers, tenants or members of the public.

Desirable

• Previous experience working within a Facilities Management, property, estates or service delivery environment.
• Experience in a service-providing or customer-focused organisation.
• Full UK driving licence.

Personal Attributes

Essential

• Able to build trust and establish effective working relationships with clients, colleagues, suppliers and other stakeholders.
• Takes ownership and responsibility for their work and ensures that deadlines and commitments are met.
• Able to prioritise and plan their own workload effectively in an environment with competing demands and priorities.
• Self-motivated and able to work independently using their own initiative.
• Flexible and adaptable, with the ability to respond positively to changing requirements and working environments.
• A strong and confident communicator.
• Effective problem-solving skills, with a focus on maintaining service continuity and minimising disruption to customers and end users.
• Professional, approachable and customer-focused.
• Demonstrates a positive attitude towards continuous improvement and service excellence