Facilities Coordinator

Description:

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 tobest 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 againstestablished 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/PTWsDesired:

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