Facilities Operations Coordinator - Newport Site

CBRE Group, Inc.; Newport; On-site; GBP 32,000 - 42,000; Full time

Job summary

CBRE in Newport seeks an Assistant Facilities Manager to deliver a comprehensive FM service for our client across multiple disciplines. You will support the Contract Manager, maintain records, and liaise with client representatives to ensure contract delivery and exceptional service.

The role involves overseeing maintenance activities, managing supply chain partners, and ensuring compliance with safety and environmental standards, with regular site visits and monthly KPI reviews.

Qualifications

• Experience in facilities management, contract support, or similar operational environment.
• Strong stakeholder management and customer service skills.
• Experience managing subcontractors, compliance activities, and service delivery across multiple workstreams.
• Knowledge of health and safety compliance requirements and facilities management processes.
• Strong organisational skills and the ability to manage multiple priorities.
• Proficiency in Microsoft Office applications and facilities management systems.
• Ability to produce accurate reports and maintain detailed records.

Responsibilities

• Provide a comprehensive and flexible facilities management service to our client in Newport across all FM disciplines.
• Assist the Contract Manager with the running of the Newport site and feeding into the overall contract as required.
• Maintain concise records of all CBRE managed services transactions and liaise daily with the Contract Manager and client representatives.
• Work closely with the client team and the CBRE team to ensure smooth delivery of all services and exceptional customer satisfaction.
• Support the Contract Support team with all financial activities relating to Newport, including receipting purchase orders.
• Provide remote and on-site management of maintenance activities at the Bristol site, with scheduled visits approximately once per month.
• Act as the key point of contact for the client and key stakeholders, dealing with all site-related enquiries and supporting overall contract strategy.
• Manage supply chain partners including cleaning, catering, mechanical and electrical services, front of house, and security.
• Schedule subcontractor visits for maintenance and reactive works and act as the key point of contact for project works.
• Maintain and update E-logbook records and all documentation on the CBRE shared drive.
• Ensure environmental paperwork is received and uploaded following remedial actions, including pressure leak tests and fuel repairs.
• Review and update compliance workbooks regularly and maintain remedial trackers following risk assessment visits including H&S, FRA, L8, LOLER, Radon, and FWT.
• Ensure compliance trackers for subcontractor maintenance visits are updated weekly.
• Prepare and issue weekly reports to the client.
• Prepare and issue monthly reports and ensure monthly meetings are held with the client.
• Liaise closely with on-site teams regarding subcontractor activities and ensure RAMS and supporting documentation are in place before visits.
• Upload quotations to WebQuote relating to client requests, engineering overtime, and remedial works.
• Log observations on a monthly basis.
• Review work order reports weekly to ensure PPMs and reactive tasks are completed and signed off in a timely manner.
• Raise reactive jobs on IFM Hub on behalf of the engineering team and following maintenance visits.
• Manage remedial trackers and ensure all identified actions are completed.
• Conduct weekly audits on behalf of the client.
• Arrange engineering cover during periods of planned annual leave.
• Manage security services.
• Conduct weekly meetings to review ongoing and upcoming works.
• Complete monthly KPI reviews.
• Attend monthly meetings with the Corps Contract Manager.
• Manage cleaning services.
• Conduct monthly cleaning audits.
• Attend weekly meetings with the onsite cleaning manager.
• Attend monthly meetings with the Cleaning Contract Manager.
• Manage catering services and attend monthly meetings with the Catering Contract Manager.
• Review the client’s first aider and fire warden lists monthly and provide feedback to the client.
• Manage and update fire evacuation plans, first aid kits, and spill kits.
• Prepare for and participate in CBRE internal AGM and QHSE audits.
• Prepare for and participate in client internal audits across sites within the region.
• Attend client weekly meetings regarding WebQuote approvals.
• Conduct daily site inspections to review signage, lighting, waste removal, and general site standards.
• Manage and support site orders as required.
• Coordinate any callouts required for site operations.
• Provide information to support internal and client reporting requirements.
• Support client events and room set-ups.
• Provide first-line support for IT issues within meeting rooms.

Skills

Stakeholder management

Contract management

MS Office

FM systems

Multi-site coordination

Tools

WebQuote

Job description

CBRE in Newport seeks an Assistant Facilities Manager to deliver a comprehensive FM service for our client across multiple disciplines. You will support the Contract Manager, maintain records, and liaise with client representatives to ensure contract delivery and exceptional service.

The role involves overseeing maintenance activities, managing supply chain partners, and ensuring compliance with safety and environmental standards, with regular site visits and monthly KPI reviews.