Facilities Coordinator

Scolmore; United Kingdom; Remote; GBP 27,000 - 36,000; Full time

Benefits offered by this job

Free Parking

Pension Scheme

Life Assurance

Health Cashback Plan

Extra leave option

Job summary

Scolmore is seeking a Facilities Coordinator to support fleet administration, utilities and waste management, contractor relationships, site maintenance activities and Health & Safety initiatives at the Tamworth head office.

This permanent, full-time role is office-based at our Tamworth head office, offering involvement in core facilities operations and opportunities to improve efficiency and compliance across the business.

Qualifications

• Attention to detail with high accuracy.
• Strong communication with colleagues and suppliers.
• Good problem solving and organisational abilities to prioritise workload.
• Effective administrative skills for day-to-day tasks.
• Flexibility for ad hoc work requirements.
• Hold a Full Driving Licence.
• Proficient with Microsoft Office suite.

Responsibilities

• Coordinate fleet administration and driver communications.
• Liaise with insurers, drivers and suppliers as needed.
• Monitor and record fleet and utility data; support waste management tasks.
• Assist with site maintenance, contractor coordination and health & safety initiatives.
• Support business continuity and disaster recovery planning.

Skills

Attention to detail

Communication

Problem solving

Organisation

Administrative skills

Driving licence

Microsoft Office

Tools

Microsoft Excel

Outlook

Fleet software

Job description

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.

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

• 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