Facilities Coordinator Job ID 209329 Posted 13-Mar-2025 Service line GWS Segment Role type Full-time Areas of Interest Facilities Management Location(s) Surbiton - England - United Kingdom of Great Britain and Northern Ireland Facilities Coordinator CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management, we are recruiting a Facilities Coordinator to join our team and deliver the IFM services located on the SS&C client account. Based in Surbiton and working as part of the Facilities team, this role requires flexibility, hands on approach and a highly organised individual with an interest in pursuing a career in Facilities Management. The role supports both the onsite SS&C employee and as the central liaison point for the building which includes retail and Office tenants. This is a busy role covering the entire location, which requires excellent customer service skills along with a motivated, committed, proactive and adaptable approach. Essential Duties: - CBRE and client liaison for day-to-day operations and actng as tenant on client behalf - Ownership of office floors and the surrounding areas to ensure the best workplace experience is met each day - Ensuring that all day to day services provided (directly or indirectly provided) are delivered to exceed the agreed service standards in an efficient, professional and customer focused way; and that operational delivery of all services are compliant with the service schedules - Support the Contract Manager in all aspects of the services being delivered and to assist in identifying any additional services and Extra Works to provide to the client - Managing, planning and supervising work; identifying hazards and obtaining safety information, applying appropriate risk control systems, workplace precautions and quality control procedures Site Specific Duties: · Responsible for the day to day running of the SS&C office which includes all office functions. · Co-ordination of access cards for new starters, leavers, and visitors. Enabling and disabling cards as needed. · Maintain and update starters and leavers log, liaising and coordinating with HR and Managers. Providing welcome pack. · Managing the upkeep of the central stationery store efficiently keeping a steady supply of materials · Working with the SS&C facilities team to advise when Ordering ad hoc supplies & purchases. · Arrange for Deliveries to be stored in relevant places. · Main point of contact for Health and Safety within the office. · Work with team to maintain Compliance with ISO 14001 & ISO45001 · Logging and maintaining accurate records of monthly and quarterly checks. · Assist with DSE checks for employees as and when required. · Responsible for the fire coordination of the building including 6 monthly evacuations · Daily point of contact and Tenant liaison on behalf of SS&C · Deliver services to the building as per the Annual Service charges, ensuring that issues are picked up during normal monitoring of the building from audits · Arrange call out and supervision of sub contractors and PPM planning for ALL the remote sites · Provide accurate meter readings to enable billing for all tenants on a monthly basis · Monitor the BMS system and provide changes as required by the tenants, optimising efficiency where possible · Work with security team to managing parking requirements for employees and external guests if required · Working with SS&C IT team in organising set up for new starters including day one H&S inductions · Provide First Aid cover for the site · Collaborate with Maintenance, Cleaning, Helpdesk teams to ensure that issues are proactively reported and addressed in line with procedures · Continuously improving the service provision and consistently looking for new ideas and services to improve and expand the partnership with SS&C · Responsibility for the financial performance of the contract ensuring the Account Director is aware of contractual spends and areas of efficiency. Support in developing budgets and ensuring profitability on the P&L. Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met · Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met Administration Responsibilities: · Carry out daily floor checks to ensure all areas are ready for the day · Ensure all Statutory, legal and best practice are in place across all service lines · Keeping E-log books above 95% · Report health and safety observations - Take full ownership of updating action trackers - Attend meetings where needed - Promote and contribute towards Client Monthly and Quarterly reports and Business updates - Arranging, attending and minuting all monthly subcontractor meetings - Obtaining supplier quotes and uploading onto the internal system for client approval - Administration of access control software and BMS system changes Communication Skills: · Responsible for communication across the teams and with the client - Ability to respond to common inquiries or complaints from clients, co-workers, and/or manager - Ability to effectively present information to an internal department and/or large groups of employees Person Specification: - Competence to deliver, have a thorough understanding of all aspects of building services and the procedures and processes that govern them - Self-motivated and ambitious with the ability to work both as part of a team and unsupervised - Understanding customer needs, ensuring we are constantly in touch with what our customer wants and delivery this in a timely manor - Results/task orientated, with attention to detail and accuracy - Excellent time management and organisational skills - Commitment to continuous improvement - Calm manner, able to work under pressure and with changing demands and priorities CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)