Job Title: Workspace Coordinator
Location: Hemel Hempstead
Reporting to: Facilities Workspace Manager
Overview:
We are looking for a vibrant, enthusiastic candidate who is outgoing, customer-focused, and always willing to help. The ideal candidate will maintain a 'can-do' attitude and support the customer in every action. The job holder will be based at a fast-paced and dynamic site, assisting with full operational responsibility for the delivery of TFM Services through both self-delivery and service partners.
Joining a multi-skilled team, you will deliver an excellent customer experience while ensuring all services comply with contract and legal requirements.
Key Responsibilities:
* Oversee building compliance, ensuring all statutory tasks are completed in required timeframes and coordinating remedial actions when necessary. Ensure all documentation is uploaded on the CAFM system.
* Work with sustainability, procurement, IT, and HSE teams to identify opportunities.
* Direct supervision of the Front of House Department.
* Arrange and supervise subcontractors from quoting to signing off works, including arranging quotes, site visits, H&S document review, supervising on-site, and signing off work once completed.
* Attend regular meetings with the client and Facilities Workspace Manager to discuss potential and current work/projects.
* Provide cover for Front of House/reception duties during illness, annual leave, or lunch relief.
* Attend audits on Facilities Management documentation and processes for BSI’s ISO14001, ISO27001, ISO45001, and ISO50001 accreditations.
* Oversee helpdesk support across all UK sites.
* Be on standby for the out-of-hours on-call rota to cover any gaps.
* Act as deputy to the Facilities Workspace Manager.
* Track all monthly spend for the department and create a monthly report for both Client and Pareto FM.
* Foster a collaborative and inclusive team environment, encouraging open communication, teamwork, and a positive work culture.
* Maintain and report on all soft services and subcontractors, attending monthly site meetings with contract managers across different sites.
* Be prepared to fill in for any facilities roles, within your competency, in times of constrained resources.
* Maintain effective relationships with clients and internal/external suppliers by resolving service issues.
* Manage the visitor and guest booking systems.
* Resolve invoicing queries and issues in a timely manner.
* Own all security systems (CCTV, ANPR, Access Control, Security Patrol, etc.).
* Specify, support, and deliver small projects.
* Issue permits to work when required.
* Support the Facilities Workspace Manager in all Facilities Management functions.
* Travel to other UK BSI sites as required, holding a full driving license and having your own vehicle.
* Work closely with engineering and development teams to achieve Facilities Management Team goals.
Desirable Attributes:
* PC literate and competent in all relevant MS applications, i.e., Word, Excel, and PowerPoint.
* Experience in Facilities Management hard services, soft services, or total facilities management.
* Good understanding of health and safety in the workplace.
* Ability to identify potential problems and act.
* Capability to generate ideas for the development of new initiatives, changes to procedures, sustainability factors, and the introduction of new technology.
* Understanding of building management, including building plant, management systems, audio-visual systems, security systems, EV charge points, CCTV, etc.
* Experience with CAFM systems.
Personal Specification:
* Excellent verbal and written communication skills to effectively liaise with visitors, suppliers, and staff at all levels of the business.
* Client-focused skills.
* Adaptability to the various duties of the post.
* Confident and courteous manner, both in person and on calls.
* Cultural sensitivity and awareness.
* Ability to work independently or as part of a team.
Qualifications:
Desirable:
* IOSH - Managing Safely
* IOSH – Working Safely
* IPAF
* Any relevant trade qualifications related to Facilities Management
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