Facilities Coordinator

We're currently recruiting a Facilities Coordinator position on behalf of our client in Central London! We're looking for a candidate who has prior experience with FM clients and excellent communication skills. The ideal candidate should also have experience with CAFM/reactive ticketing systems, supplier management, and coordinating office moves/changes. 

This role has the potential to become permanent in 3-6 months subject to client's approval.  

The on-site work hours are either 7am-3:30pm or 9:30am-6pm with a 1-hour unpaid lunch break.

If you're ready to take on a fast-paced role and meet the requirements, please get in touch!

Main purpose:

• To be an integral part of the operational team to develop and grow the account to

best support the client's strategic ambitions.

• To fully establish and continually review client needs and expectations ensuring that systems,

procedures and resources are in place to meet the Clients expectations.

• To monitor vendor performance to ensure they are working to complete/close tasks against

established KPI’s, SLA’s and task resolution priorities.
Main Responsibilities:

• CAFM – Daily triaging of tickets, advising the operation team of any trends, recommendations, or improvements.
• Developing good working relationships with key vendors, and ensure service is aligned with client expectations with any shortfalls in service delivery being dealt with in a timely and effective manner through effective contract management.
• Participating in regular vendor service reviews to ensure actions are documented and followed up.
•  Responsibility for office moves and changes, including the preparation of floor plans and end-to-end management of the project, including management of internal/external stakeholders.
• Liaising with landlords/managing agents as required.
• Overseeing the site operation manual and ensuring SOPs are created in line with client expectations and are reviewed and updated on a regular basis.
• Having a good understanding of the contractual requirements and ensuring the change control process is followed if end client engages our client in any out-of-scope work.
• Relationship management – become a recognised point of contact for the facilities operation and integrate with the client by building strong relationships with stakeholders.

General job responsibilities:

• Weekly new starter calls with office services for Client employees.
• On/offboarding of professionals on Client systems.
• Floor walks carried out daily and defects reported.
• Managing adhoc PO/FM purchasing requests
• Adopting a flexible approach to undertaking additional administration tasks to support the operational team.

• Creating and maintaining a peer network to ensure excellent communication and sharing of best practice and innovation across clients.
• Reporting – Assist with the preparation and presentation of monthly/quarterly performance packs

The job holder should ideally have:

Essential:

• Standard DBS check
• Experience of the project management of office moves/changes
• Experience of working in banking/wealth asset management sector
• Driven, with a positive ‘can do’ attitude
• Ability to accept change and work flexibly
• High standards and level of attention to detail
• Problem solving experience and aptitude for multi-tasking
• Desire to take ownership of a problem and find the solution
• Ability to communicate effectively
• Customer focused approach
• Desire to understand how the service delivery model works
• Intermediate IT skills with a good working knowledge of Microsoft Word & Excel
• Experience of using FM Helpdesk ticketing/CAFM systems
• Good organizational skills

Desired:

• Experience of working across EMEA
• Ability to think "out of the box" and to bring creative solutions to the table
• Desire to progress and succeed

Education

Essential:

• Educated to Higher National Diploma or A level standard (ideally in Facilities

• Management)
• Professional qualification
• Recognized HS&E qualification (IOSH, NEBOSH)
• Knowledge of RAMS/PTWs

Desired:

• Professional qualification or business-related degree
• Corporate member of relevant professional institution