Facilities Coordinator - Sheffield
Job Profile
An understanding of facilities administration functions with an ability to take instructions and act on their own initiative. Must have effective communication skills, good telephone manner, general understanding of databases, word processing & the internet. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client to support the site management teams to manage contractual obligations.
Responsibilities
The post holder will assist in the running of the CAFM system and administrative service to the management teams throughout the region, including support in maintaining contractual compliance and mitigation of service failures. To provide a timely and effective service as a critical part of the facilities team. Support other contracts and parts of the division in a Facilities Coordinator capacity.
Functions
1. To support the CDM in finance reporting functions including WIP, debt control, variance analysis, PPM costing planning/tracker and budget building
2. To ensure subcontract renewals are coordinated and administered
3. To train and support the development of other Facilities Coordinators and Facilities Administrators
4. To deputise for Facilities Coordinators, Facilities Administrators and on occasions, the CDM
5. To support the CDM by leading on administration aspects of internal and external client audits
6. To complete SOPF Site Audits as required by the CDM
7. Support the contract team with contractor inductions, RAMS (Risk Assessment and Method Statement) and permits
8. Act as Subject Matter Expert for PFI SOP (Admin and FC related duties only)
9. Provide support, training and coaching for new employees
10. To Copy Facilities Admin Duties to here
Other Responsibilities
11. Support the CDM in compliance with the PPM programme
12. Support the CDM in compliance with client service level outputs
13. Support the CDM in compliance with company Quality Assurance procedures
14. Supporting the CDM in aspects of Health and Safety standards in the FM operations
15. Assist other PPP premises with Reactive and PPM if requested by the CDM.
16. Continue with self-development to improve service delivery and reduce outsourcing needs.
Job Measurement Data
17. Internal and External KPI Performance
18. Financial Penalties
19. Internal and Reporting
Essential
20. Must have min 3 years Facilities Coordinator in a multi contract/site or large-scale account
21. Good understanding of customer service, IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation
22. Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal
23. Technology, Microsoft Word and Excel, Outlook, and good typing skills
24. Good understanding of CAFM
25. Technical knowledge of Mechanical/Electrical Plant and Equipment
26. Ability to prioritise workload and tasks
27. Can do attitude with a proactive approach
28. Have a good awareness of Health & safety working practices
Desirables
29. IOSH (Managing safely)
30. Previous history of working within Facilities Management Services and knowledge of Facilities Management software.