Facilities Coordinator

JOB SPECIFICATION: Assistant Facilities Co-ordinator, London SE1

This role involves managing maintenance schedules, supporting engineers, responding to customer inquiries, and handling procurement processes.

Key Responsibilities:

1. Planned Preventative Maintenance (PPM) Management

• Upload and update monthly PPM schedules, ensuring timely completion and compliance with maintenance requirements.

1. Calendar Management

• Coordinate and manage engineers' calendars, scheduling maintenance tasks and other appointments as needed.

1. Customer Service

• Respond promptly to customer queries, providing accurate information and resolving issues in a timely manner.

1. Procurement of Materials

• Source and procure materials required for maintenance and facility operations, maintaining records of purchases and suppliers.

1. Quoting

• Prepare and manage quotes for maintenance services and materials.

1. Contractor Liaison

• Arrange specialist contractors for various maintenance/repair tasks, coordinating schedules and access requirements.
• Follow up with contractors to obtain necessary reports, service updates, and quotes.

1. Administrative Support

• Perform general administrative duties such as filing, data entry, document preparation, and maintaining records.
• Assist with the preparation of reports.

Requirements:

• Previous experience in facilities administration or a similar administrative role is preferred.
• Strong organisational and time-management skills, with the ability to prioritise tasks effectively.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and other relevant software.
• Excellent communication skills, both written and verbal.
• Ability to work independently and collaboratively within a team environment.
• Knowledge of procurement processes and contractor management is advantageous.

Salary: £30-32K p.a. Holiday: 24 days annual leave (3 days to be taken between Christmas and New Year) + Bank Holidays