Maintenance Coordinator

Fora Space Limited; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

Fora Space Limited is seeking a Maintenance Coordinator to oversee maintenance activities across their workspaces. This role involves planning and scheduling maintenance tasks, liaising with various teams, and ensuring high standards of service delivery. The ideal candidate will be proficient in Excel, experienced with ticketing systems, and possess strong communication skills.

Benefits

28 days annual leave

Birthday Leave

Annual leave purchase scheme

Healthshield

5% Pension scheme

Life Assurance

Discounted Gym membership

Season Ticket Loan

Cycle to Work Scheme

25% Discount at Fora Cafes

Qualifications

• Experience with reactive ticketing systems or CAFM systems.
• Proficient in Excel for data logging and reporting.
• Strong communication skills and ability to meet deadlines.

Responsibilities

• Responsible for planning, scheduling, and coordinating maintenance activities.
• Liaising with operations teams and third-party contractors.
• Analyzing maintenance data to optimize processes.

Skills

Proficient in Excel

Strong communication skills

Ability to work alone and as part of a team

Highly motivated

Tools

Reactive ticketing systems

CAFM systems

Job description

At Fora, we’re fuelled by a desire to enhance the way people work. We’re here for the progressives, the forward thinkers, the status quo-challengers, the creators and the innovators. With signature hospitality, a likeminded community of members and a re-energising wellness experience, Fora takes the grind out of daily work-life, so members can focus on what’s important – working productively, healthily and happily.

Our journey began over 20 years ago, when we opened our first location on London’s City Road. Since then, our collection has grown to over 60 distinctive workspaces across London, the UK and Germany, totalling 3.2 million sq ft of real estate. And in the last two decades we’ve welcomed nearly 30,000 members through our doors and boast market-leading retention rates.

As a trusted workspace provider for teams of all sizes, from established brands to new ventures, our uniquely designed, flexible office spaces come with a range of exceptional on-site amenities and a dedicated Member Experience team to take care of all the day-to-day details. Ocado, The British Fashion Council, and Pangaia are just some of the businesses who call a Fora workspace home.

Fora is part of The Office Group, backed by Blackstone and Brockton Capital. We have ambitious plans to expand our collection of workspaces in the future, pioneering industry change through our conscious design and construction practices, and creating workspaces that empower our members to work in their own unique way.

The Maintenance Coordinator is responsible for the effective planning, scheduling, and coordination of maintenance activities across the organization. This includes developing and implementing maintenance plans, managing communal and client office re-paints, scheduling overtime, and maintaining accurate trackers for costs, revenues, and materials. The role plays a key part in cross-departmental communication, liaising with operations, maintenance staff, and third-party contractors to ensure all work is delivered efficiently and to a high standard.

Developing and implementing maintenance plans:

• Scheduling all communal and client office re-paints across the group, analysing information to make decisions on resource planning and where to insource/ outsource.

Coordinating maintenance Overtime:

• Scheduling and assigning overtime opportunities, keeping the tracker up to date and analysing any deviations from fixed hour works before issuing to finance and facilities director for approval

Reporting

• Keeping all central trackers up to date and accurately reporting on workscompleted, costs incurred, and revenue generated.

• Issuing to facilities, the monthly client re-charge lists for ops verification

• Keeping up to date the materials ordered spreadsheet

Coordination and Communication

• Liaising with operations teams:Communicating with other departments to understand maintenance needs and ensuring smooth coordination of work.Requesting key information and preparing quotes for client requests.
• Communicating with maintenance staff:Providing instructions, clarifying tasks, and monitoring progress. Clarifying overtime works and raising any quality control concerns
• Responding to maintenance requests:Handling inquiries from colleagues or clients regarding maintenance issues.
• Third party contractors:ensuring all works are booked in on time and delivered to the highest standards

Procuring materials and supplies:

• Supporting the in-hours and out of hours painting teams with stock and supply orders

Auditing

• Preparing for and assisting with maintenance audits.

• Conducting quality control audits of enterprise office space post turnaround.

Identifying areas for improvement

• Analyzing maintenance data and identifying opportunities to optimize maintenance processes.

• Supporting with new general manager on boarding in key buildings – to ensure process is followed

• Onboarding new assets, collating all maintenance information for stock ordering and quality control

Knowledge and experience required

• Proficient in excel for both data logging and reporting

• Experience with reactive ticketing systems or CAFM systems

• Ability to work alone and as part of a wider team

• Highly motivated to meet personal deadlines

• Strong communication skills

• 28 days annual leave

• Birthday Leave

• Annual leave purchase scheme

• Healthshield

• 5% Pension scheme

• Life Assurance

• Discounted Gym membership

• Season Ticket Loan

• Cycle to Work Scheme

• 25% Discount at Fora Cafes