Facilities Coordinator

Espire; United Kingdom; Remote; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Health Cashback Plan

Pension Scheme

Life Assurance

Free Parking

Option to purchase up to 5 extra days

Job summary

Espire seeks a proactive Facilities Coordinator for our Tamworth head office. This permanent, full-time, office-based position supports fleet administration, utilities and waste management, contractor relationships, site maintenance and Health & Safety initiatives to deliver efficient services.

You will coordinate fleet activities, manage utilities data and supplier relationships, assist with business continuity plans and liaise with drivers, insurers and maintenance teams to keep operations

Qualifications

• Attention to detail and high accuracy in work.
• Strong communication with colleagues and suppliers.
• Good planning and organisational ability, able to prioritise.
• Administrative capabilities to manage multiple tasks.
• Flexibility for ad hoc tasks as required.
• Valid Full Driving Licence.
• Proficient with Microsoft Office, especially Excel and Outlook.

Responsibilities

• Fleet Admin/Tasks: manage fleet post and emails, maintain records, distribute fines and track payments.
• Deliver vehicles to garages and prepare cars for new drivers; be a point of contact for drivers.
• Liaise with insurers and drivers in the event of accidents; check invoice costs and mileage changes.
• Waste: manage Waste Transfer Notes and certificates; liaise with waste suppliers.
• Utilities: input utility data, ensure bill accuracy, contact suppliers and read meters.
• Site coordination: coordinate repairs with contractors and internal teams; support Health & Safety initiatives.

Skills

Attention to detail

Communication

Organisational skills

Administrative skills

Flexibility

Full Driving Licence

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Office

Job description

Job Overview

Are you organised, proactive, and enjoy keeping essential business functions running smoothly?
We’re looking for a Facilities Coordinator to support fleet administration, utilities and waste management, contractor relationships, site maintenance activities, and Health & Safety initiatives. This is a fantastic opportunity to play a key role in delivering efficient facilities services and making a positive impact across the business.

Employment Details

This is a permanent full time position which is fully office based at our head office in Tamworth.

Main Duties

• Fleet Admin/Tasks:
  • Responsible for fleet post and emails.
  • Maintain all fleet records using internal fleet software
  • Distribution of fines to drivers and a follow up to ensure payment was made.
  • Delivery of cars to garages and prepare cars for new drivers.
  • Be a point of contact for drivers.
  • Liaise with insurers and drivers in the event of an accident.
  • Checking Invoice costs
  • Assessing mileage usage and actioning changes to leases where necessary.
  • Arranging for foreign travel permissions for drivers
  • Liaising with insurers for vehicle cover.
  • Car inspections.
  • Management of Pool cars for staff.
• Waste:
  • Control of Waste Transfer Notes and collation of waste amounts per contractor.
  • Ensuring certificates and accreditation records from waste suppliers are current.
  • Contacting waste suppliers in the case of a failed collection.
  • Assessing waste supplier information to ensuring accuracy and all documents are in date.
• Utilities:
  • Input of data from utility bills.
  • Ensuring bill accuracy.
  • Contact with suppliers where necessary.
  • Be a point of contact for meter reading companies.
  • Liaising with the Purchasing and Accounts departments over suppliers, contractors and queries.
  • Support any future changes and upgrades to incoming supplies.
• Additional:
  • Coordination of site repairs where required, coordinating with contractors and internal maintenance teams and stakeholders.
  • Reasonable additional tasks related to the department.
  • Support Health & Safety and Environmental initiatives where necessary.
  • Assist with business continuity and disaster recovery planning activities.

Skills & Experience

• Essential:
  • Attention to detail, working with a high level of accuracy
  • Communication skills – confidence in liaising with colleagues and suppliers
  • Strong problem solving and organisational skills with an ability to prioritise workload
  • Effective administrative skills
  • Some flexibility may be required on an ad hoc basis dependant on work requirements
  • Full Driving Licence
  • Computer literate and familiar with Microsoft Suite, including Excel, Outlook etc
• Desirable:
  • Experience dealing with utility companies and contracts
  • Basic understanding of ISO14001 and ISO45001 standards
  • Experience in fleet operations

Benefits

• Option to purchase up to 5 extra days annual leave
• Health Cashback Plan
• Pension Scheme
• Life Assurance
• Free Parking

Site Location

Scolmore House, Tamworth, B79 7UL