Job Description
JOB SPECIFICATION: Assistant Facilities Co-ordinator, London SE1\n\nJob 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.\n\nKey Responsibilities:\n\nPlanned Preventative Maintenance (PPM) Management\nUpload and update monthly PPM schedules, ensuring timely completion and compliance with maintenance requirements.\nCalendar Management\nCoordinate and manage engineers' calendars, scheduling maintenance tasks and other appointments as needed.\nCustomer Service\nRespond promptly to customer queries, providing accurate information and resolving issues in a timely manner.\nProcurement of Materials\nSource and procure materials required for maintenance and facility operations, maintaining records of purchases and suppliers.\nQuoting\nPrepare and manage quotes for maintenance services and materials.\nContractor Liaison\nArrange specialist contractors for various maintenance/repair tasks, coordinating schedules and access requirements.\nFollow up with contractors to obtain necessary reports, service updates, and quotes.\nAdministrative Support\nPerform general administrative duties such as filing, data entry, document preparation, and maintaining records.\nAssist with the preparation of reports.Requirements:\n\nPrevious experience in facilities administration or a similar administrative role is preferred.\nStrong organisational and time-management skills, with the ability to prioritise tasks effectively.\nProficiency in Microsoft Office (Word, Excel, Outlook) and other relevant software.\nExcellent communication skills, both written and verbal.\nAbility to work independently and collaboratively within a team environment.\nKnowledge 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