Facilities Coordinator

Job Introduction

• 40 hours per week
• Monday - Friday - 08:00 - 17:00 (1 hour for lunch)
• £12.21 per hour
• Free Car parking

Check your local transport links here: Plan Your Journey | Traveline - the destination you should input is Colchester, CO2 7UT
 

Job Description

We are currently seeking a highly organised and self-motivated Facilities Coordinator to join our dynamic team at Merville Barracks, Circular Road South, Colchester. As a Facilities Co-ordinator, you will be instrumental in managing both planned and reactive maintenance tasks, ensuring the smooth operation of facilities services. This is an exciting opportunity to be a key part of our team, responsible for task scheduling, administration, and ensuring all work is completed in line with service agreements and quality standards.

What you’ll do:

• Assist in receiving, assigning, supervising, and ensuring successful completion of all planned and reactive maintenance tasks in line with the payment mechanism.
• Plan, schedule, and administer task allocation to ensure completion.
• Extract accurate information from nominated callers and documentation to process requests efficiently.
• Adapt and respond to changing priorities while carrying out duties.
• Liaise with the Service Delivery Team to ensure smooth processing of quotations, purchase orders, completions, invoices, and remedial works.
• Maintain accurate records of live and paid work, and document service failures in accordance with the Payment Mechanism and Quality Assurance Processes.
• Administer the CAFM system to monitor all reactive maintenance tasks, ensuring all relevant amendments and notes are logged.
• Support the procurement of materials via SAP as required, in line with Technical Officer guidelines.
• Ensure all self-delivered Planned Preventative Maintenance (PPMs) are entered and scheduled correctly in the CAFM system.
• Monitor task progress and provide timely updates and escalation for tasks likely to exceed reactive maintenance caps.
• Provide supporting evidence for Barrack Damage claims, including engineer photos.
• Assist with invoice queries and provide timely data to finance teams.
• Coordinate remedial works for PPMs and arrange for external contractors as necessary.
• Offer business-wide administration support, including minute-taking, filing, postal administration, reporting, and procurement of materials (stationery/PPE).
• Raise Purchase Orders for materials and sub-contractors in line with task requirements.
• Ensure all tasks are completed within the required Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
• Follow Sodexo processes, procedures, and policies to maintain high standards.
• Build and maintain excellent relationships with both internal and external clients.
• Participate in team briefs, huddles, and meetings to stay updated on operational requirements.
• Attend performance development reviews to discuss job standards and development activities.
• Maintain a clean, tidy, and safe working environment at all times.
• Ensure effective communication with your line manager, team members, customers, and client organisations.
• Meet all Service Audit requirements for the Contact Management Helpdesk.

What you bring:

• Experience of operating within a diverse defence engineering and FM environment. 
• CAFM experience
• Must work well within a team and be able to make decisions based upon own knowledge and initiative. 
• Must have strong IT skills, be proficient in Microsoft Office and familiar with Data Base type software 
• Excellent organisation skills 
• Proven experience in an Engineering Administration role with a proven track record in Facilities Management.
• A strong foundation in education, with GCSE passes in Maths and English.
• Be flexible to work outside core hours when required.

What we offer:

Working with Sodexo is more than a job; it’s a chance to be part of something greater. You’ll belong in a company and team that values you for you; you’ll act with purpose and have an impact through your everyday actions; and you’ll be able to thrive in your own way. In addition, we offer:

• Mental health & wellbeing support
• Employee Assistance Programme for personal, legal, and financial advice
• 24/7 virtual GP & lifestyle rewards
• Discounts for you & family
• Financial tools & retirement plan
• Cycle to Work & Paid volunteering day

Ready to be part of something greater? Apply today!