Facilities Services Coordinator

Job Introduction

As a Facilities Services Coordinator you will be responsible for providing a wide range of day to day duties in the delivery of a front line Facilities Management (FM) service.  You will work as part of the Facilities Services team reporting to the Facilities Services Manager,  

This is a great opportunity for a customer focused individual to join a world leading food and facilities management company which can offer unrivalled opportunities for career progression.  

Role Responsibility

As a Facilities Services Coordinator you will be responsible for:

• Processing of incoming and outgoing mail.
• Manage rail ticket bookings and issue.
• Manage meeting room and hot desk bookings – to include booking catering and service of tea and coffees.
• Manage production and issue of security passes in conjunction with the Defence business.
• Respond to Service Desk Calls and requests from clients on site.
• Management and liaison with contractors and landlord representative ensuring compliance with health and safety.
• Manage stationery and catering supplies (including distribution of weekly milk supplies - lifting may be required).
• Conduct housekeeping walkrounds to ensure site is safe and secure.
• Assist Facilities Services Manager with tasks as required.
• Represent Facilities Services Manager in meetings and on site when they are away.
• Assist in the production of basic monthly reports for the site to highlight concerns, issues or suggestions.
• Act as first response and provide an on-site triage service for building issues and FM systems.

The Ideal Candidate

The successful candidate for this role will have:

• Good communication skills both verbal and written
•  IT Skills – working knowledge of MS Office
•  Sufficient and relevant experience in a general support role
•  Health and safety knowledge/experience
• Ability to work as part of a team
• Ability to work to deadlines
• Accuracy and attention to detail.
• Customer focused
• Working knowledge of FM Operations/Systems is desirable

Package Description

• The day to day management of the maintenance and operation of the Technical Services on site.
• Management of the sub contracts for various Hard & Soft Services Disciplines.                                   
• Implementing and managing Maintenance policies for the WTC.
• To formulate, develop and implement systems that will ensure plant is maintained and operated to its optimum efficiency.
• Ensure the highest levels of Health and Safety are achieved across the site. Manage the day to day on-site operation focusing on cleaning and managing the sub contracts for waste, pest, and window cleaning.
• Ensuring that delivery is of the highest quality with a significant emphasis on standards.
• Ensure continuous and effective delivery the AW’s needs to the agreed specified Service Level Agreements.
• Develop and manage a professional client communication strategy, attending client meetings as required.
• Ensure that the Cleaning Team deliver operational excellence in accordance with the technical specifications within the agreed budgets and service levels.
• Day to day management and operational support of the WTC facility, whilst taking into consideration the human needs of the facilities occupants along with the intended use of buildings and other constructed facilities.
• Monitor and maintain Technical Specifications, Service Level Agreements and KPI’s for the Facilities & Assets scope for the WTC.
• Ensure that all FM schedules and resource plans are reviewed regularly to maintain currency and accuracy, and manage any deviations from plan.
• Ensure that FM decisions taken that have an impact on other areas of the business are appropriately communicated.
• Regularly review progress on key tasks, and manage resources and risks to ensure timely delivery.
• Directly liaise with Contractors, OEM’s, technical specialists, suppliers and distributors to assist with problem solving activities.
• Define work priorities and manage any changes to those priorities resulting from changes to your departmental objectives, and/or priorities.
• Develop appropriate relationships with staff to encourage a strong team ethos.
• Establish and maintain regular communication activities ensuring a two-way flow of information.
• Direct line manage your Cleaning operatives on a daily basis:
  • Approval of time and attendance
  • Approval and management of holidays and planned absence
  • Approval of Personal Protective Equipment
  • Approval of specific training
  • Completion of regular performance reviews
  • Investigations into misconduct including any resulting disciplinary actions
• Support the Training Service Delivery Manager in delivering the infrastructure development strategy and forward planned maintenance strategy for WTC, whilst meeting relevant environmental policies.
• Take ownership of key processes within your own functional area undertake regular reviews to ensure continuing sufficiency and efficiency of those processes.  Understand the ramifications of changes to your processes on upstream and downstream processes and ensure that they are compatible.
• Ensure that relevant information flows effectively from and within your department, and is made available (as necessary and where appropriate) to your stakeholders.
• Develop, monitor and maintain the Department or Functional instructions for all elements within your scope of activities.
• Work with Indirect Procurement to negotiate prices with contractors to deliver value for money.
• Complete H,S&E audits on active SOFT Services with the Site Facilities H,S&E Advisor, as required. 

About the Company

Sodexo and our clients are committed to safeguarding and promoting the welfare of children, young persons and vulnerable adults. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland (Scotland).

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors.

With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.