Facilities Coordinator

Description

System C is the UK's leading healthcare and social care software and services company. Our easy-to-use IT platforms provide a complete view of the individual across all care settings, helping integrate services and improve care. We are a British company with over 35 years' experience.

We are looking for an experienced Facilities Co-Ordinator to oversee all office-related activities. You will be responsible for preserving the good condition and infrastructure of all our office sites, ensuring that facilities are safe and functioning well so that our employees can work under the best conditions.

This position requires travel to all UK offices as required.

Responsibilities:

The Facilities Co-Ordinator is responsible for the following:

• Facilities management of our offices including management of the Facilities helpdesk.
• Plan and undertake regular inspection of facilities, identifying risks, taking preventative action and managing required repairs where needed.
• Managing relationships with multiple contractors and suppliers including contract management activities.
• Manage third party office systems and maintenance contracts, oversee renewals or proactively source alternative options to streamline processes and ensure company requirements are being met.
• Ensure delivery schedules, quantity and quality criteria of office suppliers/contractors are met.
• Working with the Procurement to negotiate office supplier contracts and agreements to optimise delivery and cost savings.
• Manage delivery of office cleaning services to ensure offices are cleaned to a high standard.
• Plan and coordinate all installations (telecommunications, heat, electricity etc.) and refurbishments, with support from other teams or external advisers as appropriate.
• Supervise external contractors with assistance/support from local staff on site when required and appropriate.
• Oversee activities like parking space allocation, waste disposal, building security etc.
• Allocate office space according to needs, working with the relevant teams and Managers.
• Provide support and advice on day-to-day matters relating to Health & Safety.
• Reviewing and promoting Health & Safety compliance throughout the office including fire safety, Office risk assessments and associated documentation.
• Proactively improve Health and Safety standards across all offices, putting in procedures and ensuring staff within those offices are following guidelines.
• Manage the upkeep of general office equipment and supplies to meet health and safety standards.
• Maintain records to ensure each office has the necessary number of fire wardens/ first aiders/ health and safety reps including training dates.
• Ensure tasks such as fire alarm testing are carried out on site each week by the appointed fire wardens.
• Maintain a positive safety culture across all operational areas.
• Carry out DSE requirements where necessary.
• Ensure that office risk assessments are undertaken and recorded and that internal procedures remain current, effective and relevant.
• Manage contractor and vendor relationships.
• Conduct site visits, inspections, and high-level audits across all areas of the business to ensure the necessary levels of understanding and compliance are in place and all health and safety procedures are being adhered to.
• Manage and action the office maintenance, day-to-day health and safety and office supplies requests for each of the offices.

• Understand, Support and Communicate the company's vision and goals.
• Identify implications of delivery priorities and strategy to ensure plans and activities reflect these.
• Proactively manage dependencies, overcome obstacles and get the best outcomes.

• Strong organisational and administrative skills, for example minute taking and tracking of actions.
• Confidently engage with stakeholders and colleagues at all levels to generate commitment to goals.
• Be open and inviting of the views of others.

• Encourage all team members to collaborate, communicate and focus on what is most important.
• Get the best out of other people by giving enthusiastic and encouraging messages about priorities, objectives and expectations.
• Maintain effective performance in difficult and challenging circumstances, encouraging others to do the same.
• Review, challenge and adjust own performance levels to ensure quality outcomes are delivered on time.

• Contribute ideas to the team to support improvements and efficiencies.
• Ability to coordinate several tasks at one time.
• Strong organisational and administrative skills, for example minute taking and tracking of actions.
• Prioritise and role model continuous self-learning and development.

• Ensure that there is consistent communication to stakeholders and a positive stakeholder management relationship is built and maintained.

• Timely and accurate reporting and issue escalation.
• Act as a role model displaying leadership behaviours in accordance with the organisation's ethos.
• Actively encourage and support other team members.

• Apply sound judgement and decision making.
• High level of capability in managing and mitigating delivery risk in own tasks & role.

Knowledge/Experience:

• Facilities Management qualification preferred but not essential.
• Proven experience as a Facilities Co-Ordinator or similar Facilities Management role.
• Experience and confidence to deal with a range of stakeholders at all levels and providing high levels of customer service.
• Strong attention to detail and ability to work independently.
• Excellent problem-solving skills.
• Excellent time management skills and ability to prioritise workload.
• Excellent verbal and written communication skills.
• Drive and persistence to proactively raise and address issues as they arise.
• Good IT Proficiency.
• Personable and approachable.
• Ability to meet deadlines and work under time pressures.

Mandatory Skills & Behaviours:

The Facilities Co-Ordinator must:

• Have a full, valid driving license.
• Have the ability to handle sensitive information in a confidential manner.
• Have a NEBOSH or IOSH qualification or a willingness to undertake these or similar qualifications.
• Have knowledge of Health and Safety working practices (COSHH, RIDDOR etc.).
• Experience in maintenance planning, managing contractors and project management.
• Experience in managing budgets and controlling costs.
• Strong problem solving skills.