Facilities Coordinator (FTC)

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  • Job Reference: PR/000781
  • Job Title: Facilities Coordinator (FTC)
  • Location: City of London
  • Basic Salary Range: £30,000 + Excellent Benefits
  • Job Type: Contract
  • Posted 3 months ago
  • This position has been filled

Our client, a successful law company, are looking for a Facilities Coordinator for 12 months. The post holder will take full responsibility for the financial and administrative tasks with the Property & Facilities team. The Coordinator will be a key link with the Finance team, working closely with the Senior Management Accountant.

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

  • 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

Does this sound like the role for you? We look forward to receiving your application!

You can send your CV to cv@maxwellstephens.com