Facilities Coordinator

Facilities Coordinator

Our Tamworth based client have an exciting new opportunity for a Facilities Coordinator to support their busy facilities team. The role involves a wide range of responsibilities including fleet administration, waste management administration, liaising with utility suppliers, and coordinating with contractors to ensure the smooth and compliant operation of site services. This is a varied and hands on administrative position within a fast paced facilities environment.

As a Facilities Coordinator; you will need to have/be:

• Attention to detail, working with a high level of accuracy
• Communication skills - confidence in liaising with colleagues and suppliers
• Problem solving skills
• Strong organisational skills with an ability to prioritise workload
• Effective administrative skills
• Some flexibility may be required on an ad hoc basis dependant on work requirements
• Experience dealing with utility companies and contracts
• Basic understanding of ISO14001 standards
• Full Driving Licence
• Experience in fleet operations
• Computer literate and familiar with Microsoft Suite, including Excel, Outlook etc

Details:

• Salary: 29, 000
• Working Hours: Full time, Monday - Friday, 9.00am - 5.00pm
• Location: Tamworth (on site)
• Duration: Permanent

Role of Facilities Coordinator:

Fleet Admin/tasks:

• Scanning and filing of vehicle post and emails
• Distribution of fines to drivers and follow up to ensure payment has been made
• Delivery of cars to garages as required
• Supporting preparation of vehicles for new drivers
• Acting as a point of contact for drivers regarding fleet queries
• Assisting with liaison between insurers and drivers in the event of accidents
• Checking fleet invoice costs against VPU data
• Monitoring and assessing mileage usage and implementing changes where required
• Arranging foreign travel permissions from lease companies
• Liaising with insurers regarding fleet matters
• Carrying out vehicle inspections when required
• Booking pool cars for staff use

Waste:

• Scanning and filing Waste Transfer Notes and collating waste data per contractor
• Ensuring waste supplier certificates and accreditation records are up to date
• Contacting waste suppliers in the event of missed or failed collections
• Reviewing waste supplier information to ensure accuracy and compliance

Utilities:

• Inputting data from utility bills into internal systems
• Checking and ensuring accuracy of utility invoices
• Liaising with utility suppliers to resolve queries
• Acting as a point of contact for meter readings and related information

Contractors:

• Ensuring contractor insurance certificates and licences are valid and up to date
• Logging contractors into the contractor management system and maintaining induction records
• Monitoring planned maintenance schedules and booking service appointments
• Arranging repairs to fixtures and fittings as required
• Conducting site inductions for contractors and visitors

Additional:

• Undertake reasonable additional tasks related to the Facilities department as requires
• Support communication and coordination across the wider Facilities team

Benefits of working as a Facilities Coordinator:

• 23 days annual leave + bank holidays
• Option to purchase up to 5 extra days annual leave
• Health Cashback Plan
• Pension Scheme
• Life Assurance
• Free Parking