JOB SPECIFICATION: Assistant Facilities Co-ordinator, London SE1
Job Overview: We are seeking a proactive and organised Assistant Facilities Co-ordinator to join our team. The ideal candidate will play a crucial role in supporting the company by coordinating various administrative tasks and ensuring the smooth operation of facilities-related activities. This role involves managing maintenance schedules, supporting engineers, responding to customer inquiries, and handling procurement processes.
Key Responsibilities:
Planned Preventative Maintenance (PPM) Management
Upload and update monthly PPM schedules, ensuring timely completion and compliance with maintenance requirements.
Calendar Management
Coordinate and manage engineers' calendars, scheduling maintenance tasks and other appointments as needed.
Customer Service
Respond promptly to customer queries, providing accurate information and resolving issues in a timely manner.
Procurement of Materials
Source and procure materials required for maintenance and facility operations, maintaining records of purchases and suppliers.
Quoting
Prepare and manage quotes for maintenance services and materials.
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.
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