Facilities Coordinator (6 Month Contract)

This role has an operational focus, which includes carrying out maintenance and H&S checks, managing contractor activities etc. This position will also provide cover/support across a range of administration tasks where necessary, including processing orders and invoices, expenses management etc.

KEY RESPONSIBILITIES

Maintenance and Asset Management

• Monitoring the planned maintenance schedule and liaising with contractors
• Arranging contractor visits, obtaining and checking RAMS, monitoring works onsite, ensuring relevant logs and certification are
• Maintenance inspections — carry out minor repairs or report to maintenance contractor / Head of Facilities.
• Take ownership of a fault — ensure resolution
• Report any maintenance issues in landlord’s area and ensure they are completed, communicate progress to staff
• Check quality of cleaning and report issues to contractor, promote good housekeeping amongst team
• Update asset register as required where assets are purchased / disposed of
• Respond to ad hoc maintenance issues throughout the day at both office and shops and carrying out basic maintenance (changing lamps, fuses etc)

[edsanimate_start entry_animation_type= “rotateInUpRight” entry_delay= “0” entry_duration= “2” entry_timing= “linear” exit_animation_type= “” exit_delay= “” exit_duration= “” exit_timing= “” animation_repeat= “1” keep= “yes” animate_on= “scroll” scroll_offset= “75” custom_css_class= “”][edsanimate_end] 

Inspection checks and tests

• Check quality of cleaning and report issues to contractor, promote good housekeeping amongst team
• Check quality of cleaning and report issues to contractor, promote good housekeeping amongst team
• Keys and locks — manage key cabinets, arrange new key and maintenance via locksmith

Operations

• Receive and distribute incoming mail and deliveries
• Manage the storage of LRB issues onsite, including those to be bound and kept in archive
• Ensure all waste and recycling is sorted and left for collection company, order consumables for cleaners
• Meter reading and reporting to utility companies
• Setting up meeting rooms including AV equipment, any refreshments etc
• Helping set-up events in the shop and clear-up the following morning
• Monitoring consumables and shop stock and replenishing accordingly

[edsanimate_start entry_animation_type= “zoomInDown” entry_delay= “0” entry_duration= “2” entry_timing= “linear” exit_animation_type= “” exit_delay= “” exit_duration= “” exit_timing= “” animation_repeat= “1” keep= “yes” animate_on= “scroll” scroll_offset= “75” custom_css_class= “”][edsanimate_end]

IT support

• Printer and copier supplies ordering (paper, toner etc)
• Respond to maintenance issues and change parts/consumables
• Perform server back-up procedures
• Liaise with IT support contractor to resolve any issues
• Troubleshoot staff IT problems/equipment requests as required
• Undertake small projects as requested and directed by the Head of Facilities
• Alongside head of department, cover core duties of Facilities Coordinator — Administration during absence

PERSON SPECIFICATION

• 2 + years’ experience of working in a similar facilities role
• Knowledge of building systems and maintenance requirements
• Knowledge of general health and safety and manual handling practices
• Practical understanding of IT software including Microsoft Office
• Excellent interpersonal and teamworking skills
• Proactive and positive attitude to solving problems and assisting colleagues
• Ability to prioritise workload, act on own initiative and effectively manage time
• Strong administrative skills with good attention to detail
• Willingness to learn and adapt with the organisation and embrace the opportunities change offers