Facilities Coordinator (FTC)

Responsibilities

• Owns the budgeting process, ensuring budgets are correctly created, reviewed and submitted for approval, and manages the budgets on an ongoing basis
• Manages the Capital request process, ensuring accurate quotes are received from the FC:O/B&FM, approvals are correctly sought and projects are delivered within the approved amounts
• Coordinates all departments spending across invoices and credit card, ensuring invoices are correct, assigned properly and approved in a timely manner, and all spend is tracked. Ensures other P&F team members provide information to complete reports.
• Provides all department reporting to the SMA in an accurate and timely manner, and as specified by the SMA
• Maintains the contract register, ensuring all contracts are recorded and up to date information is included
• Delivers the financial input into all P&F discussions and projects
• Innovates in all assigned tasks to simplify/improve processes and tasks where possible

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• Tracks all sublease income alongside the Finance team, ensuring all tenant charges are accurate and payments are made.
• Manages all landlord charging to ensure accuracy of all charges, including rent, ppm and utilities fees
• Analyses all contract renewals and procurement processes financially
• Manages the Risk Register, ensuring risks are reviewed and updates by the FC:O
• Ensure all Waste Transfer Notes are provided by suppliers and other compliance processes are completed
• Completes internal ISO:14001 audits
• Coordinates all lease event actions with the Head of P&F
• Coordinates all DSE related activities, ensuring the assessments are completed in a timely manner
• Works closely with the FC:O on all P&F tasks to ensure successful operational delivery. Coordinates with the FC:O to agree best practice in these newly created roles.
• Completes other administrative duties as specified by the B&F Manager or SMA
• Ensures the switchboard database is regularly updated or finds a permanent solution

Skills & Experience:

• Positive and enthusiastic
• Strong attention to detail
• Excellent organisational skills
• Ability to juggle multiple competing priorities
• Ability to manage various personalities and stakeholder expectations
• A willingness to learn and develop
• Advanced Excel knowledge
• Strong sense of teamwork