Facilities Coordinator - Permanent

 C.  Hoare & Co

Our Diversity Pledge

C. Hoare & Co welcomes diversity of thought.

Flexible Working Pledge

 C.  Hoare & Co have committed to a permanent hybrid policy. As part of this hybrid policy, the bank promotes part-time working and job-sharing where applicable. We have family friendly policies and a benefits package in place that is highly competitive within financial services.

Scope of work & the value you will add to our customers:

• To work as part of a people focused facilities team.
• Assist in the daily running of the Bank, supporting those who use and visit the facilities.
• To support the maintenance of a safe and secure environment for all.
• To be an integral part of the team, providing a first-rate service to the bank’s customers.
• Ensuring that customer, colleague and partner communications and records are managed with diligence and professionalism.
• The role holder will provide a safe and secure environment for customers and colleagues who visit/work in the bank.
• Support the Facilities Team to ensure a consistently high level of service is maintained.
• Ensure as far as is reasonable that customers, colleagues and partners receive timely communications, utilizing the most sustainable and cost-effective service.

Role & Responsibilities:

• Responsible for the provision of a safe, compliant and effective working environment ensuring the day-to-day smooth operation of all bank facilities.
• Act as the Secretariat to the Health and Safety Council, supporting on managing the progress and development of policy and procedure.
• Ensure general building and health and safety compliance across all facilities.
• Be recognised as the first port of call for all those using the bank facilities. Pro-actively signalling and reporting issues with service and/or building defects.
• Support the Facilities Assistants with the running of the Post Room and Lowndes Street branch.
• Ensuring all facilities admin is completed in a timely and appropriate manner. This will include maintaining the FM Hub and systems used to manage compliance.
• Ensure that all facilities are provided and maintained within agreed SLA’s, KPI’s, bank policy, external quality accreditations and evidence accordingly.
• Support the review of processes and procedures alongside the FM Leadership Team.
• Contribute to the wider team of facilities professionals sharing best practise, identifying areas of improvement and efficiencies.
• Represent Facilities on bank wide projects, reviews, audits as appropriate.
• Contract management on an operational level. Including attending contract review meetings and working as the secretariat to these meetings.
• Maintaining good supplier records, ensuring compliance with the wider supplier management requirements and bank policy.
• Confidently manage parts of the facilities budget. This includes but is not limited to understanding budgets which relate to the FM space, raising PO’s, processing of invoices and payments in a timely manner and keeping records of spend and volumes as required.
• Continue to develop the facilities reporting capability and lead on compliance checks for systems which are used by the team.
• Lead on the management of the banks DSE system. Ensuring all actions are completed.

Requirements

Mandatory Skills:

• Previous Facilities experience.
• A recognised health and safety qualification – IOSH or NEBOSH. If IOSH then the successful candidate should be willing to work towards NEBOSH within the first 18 months of being in the role.
• Minimum of IWFM level 3 qualification or equivalent
• Exceptional communication skills.
• Ability to plan and prioritise a busy workload.
• A can do, adaptable working style.
• The ability to develop and learn new processes.
• Experience in managing contractors, KPI’s and SLA’s.
• Advanced knowledge of MS Office, especially Excel, PowerPoint, SharePoint and Teams.

Desirable Skills:

• Qualified DSE Assessor.
• Experience of working in a high-end, customer focused, corporate environment.

Interdisciplinary Skills:

• Highly proficient in spoken and written English and be a strong communicator.
• Highly organised and able to prioritise effectively.
• Ensure all colleague focused conversations are handled respectfully and confidentially.
• Comfortable working independently, collaboratively and/or as part of a team.
• A passion to learn and develop. Ensuring you remain up to date with the relevant industry and skills.

• 25 DAYS OF HOLIDAY (Work Level 1 - Senior Support)
• MARKET-LEADING PENSION
• GROUP LIFE ASSURANCE
• GROUP INCOME PROTECTION
• SEASON TICKET LOANS
• PRIVATE MEDICAL INSURANCE
• SUBSIDISED STAFF DINING ROOM
• CHARITABLE DONATIONS/ GIVE AS YOU EARN
• EYE CARE
• FLEXIBLE BENEFITS
• ADDITIONAL ANNUAL LEAVE
• COMPUTER PRODUCTS
• CHARITY DAYS
• CRITICAL ILLNESS AND CRITICAL ILLNESS SPOUSE/PARTNER
• CYCLE TO WORK
• DENTAL INSURANCE
• PERSONAL ACCIDENT INSURANCE
• TRAVEL INSURANCE
• VEHICLE BREAKDOWN COVER
• ELDERCARE
• WORKPLACE NURSERY SCHEME
• ELECTRIC VEHICLE SCHEME

Supporting Your Recruitment Experience

If you have a disability, health condition or are neuro-diverse and may benefit from some adjustments and support during the recruitment experience, then just ask – we don’t want our hiring process to be a barrier for you.

Finally, please note that no candidate will meet every single desired requirement. If your experience looks a little different from what we have identified and you think you can bring value to the role, we would love to hear more about you!