Facilities Coordinator
Location: 20/22 Ropemaker Street
Hours: 08:00 – 17:00 (Monday to Friday)
Position Concept
Integral UK Ltd are currently recruiting for an exciting role based at 20/22 Ropemaker Street, a new build, high rise property located in the Moorgate area. You will play a pivotal role within this contract by supporting the wider team as a “one team ethos” while ensuring we deliver our contractual obligations along with delivering excellence through the exiting journey of the building.
The Facilities Coordinator's role is varied and fast-paced day-to-day, which will include updating systems (both Integral & client), providing effective and efficient administration for our client as well as uploading quotes to the CAFM system, filing, and carrying out other general administrative duties. Therefore, the ideal candidate will have excellent IT skills and experience in a similar administrative role. Integral offers excellent training and development opportunities, so if you are looking for a company in which you can progress and develop, look no further.
Key Tasks
Duties to include:
* Management of accounts such as PPM & reactive WIP and invoicing.
* Provide helpdesk duties.
* Acts as an interface with clients, visitors, and guests. Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
* Generate purchase orders.
* Manage an accurate filing system.
* Ensure payment submissions are processed in a timely manner.
* Work on a variety of client systems.
* General administrative duties including scanning, filing, and systems updates.
* Updating, uploading, and checking of the clients’ online systems.
* Carry out other general office duties including photocopying and scanning.
* Uploading of quotations to the CAFM system.
* Raising and chasing of supplier orders including dealing with supplier queries.
* Input engineers' timesheets onto the relevant systems.
* Liaise closely with the site teams and head office, ensuring accurate processing of quotations, purchase orders, invoices, timesheets, and holiday records.
* Assist TSM with tactical planning for the facilities team’s goals and objectives.
* Record minutes during monthly & quarterly client meetings.
* Assist with receiving and dispatching of work requests to technical staff, vendors, or other service providers.
* Ensure appropriate follow-up with customers.
* Seek to continuously improve processes, systems, and overall client satisfaction.
* Provide direction/information to vendors, facilities staff, and service providers as required to ensure excellent coordination/execution of work within the client environment with minimal disruption, as needed.
* Enable full auditable trails for invoices, timesheets, material orders, and goods received notes.
* Excellent customer service skills and communication. The ability to deal with all levels of staff/management/customers.
* Enthusiasm and proactivity in achieving the highest standard of operation.
* Strong organizational skills and collaborative style needed.
* Proficient in MS Office, IT, and report writing skills.
* Ability to multitask and work without direct supervision - plan and manage work under time constraints.
* A high level of initiative, with drive to continuously improve the operation.
* A smart, presentable professional appearance.
* Integrity, honesty, and punctuality are expected.
* Collaborative Team Player, who works effectively to achieve common goals.
* Excellent knowledge and use of Microsoft Excel.
Personal Specification:
The above is a guideline to the role and is not intended to be fully inclusive or exclusive of the duties required. At times, it may be requested that additional tasks/responsibilities are undertaken at Integral Management's request.
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