Andy File Associates are acting as a recruitment agency on behalf of our client with regards this permanent position. Facilities Management Coordinator (Invoicing & Subcontractor Administration) Overview The Facilities Management Coordinator is responsible for supporting the smooth operation of facilities services by managing invoice processing, maintaining accurate financial records, and serving as a key communication link between clients, subcontractors, and internal teams. This role ensures timely payment, compliance with contract terms, and high-quality service delivery. Key Responsibilities Invoicing & Financial Administration * Prepare, review, and process invoices for facilities services in accordance with company procedures and contract requirements. * Track purchase orders, delivery notes, work orders, and service reports to ensure billing accuracy. * Monitor and reconcile accounts payable and accounts receivable related to facilities operations. * Maintain up-to-date records of all invoicing activities, payment status, and financial documentation. * Follow up on outstanding payments with clients and escalate issues where necessary. * Verify subcontractor invoices against agreed rates, completed works, and supporting documentation. Subcontractor & Supplier Coordination * Liaise with subcontractors to obtain quotes, confirm job completion, and resolve invoice discrepancies. * Ensure subcontractors meet compliance requirements, including insurances, certifications, and health & safety documentation. * Maintain an approved supplier list and update subcontractor information as required. Client Relationship Management * Act as a point of contact for client queries relating to billing, scheduled works, and service updates. * Provide timely and accurate reporting on work progress, invoicing status, and cost tracking. * Support the preparation of client-facing documents such as monthly reports or financial summaries. Facilities Support * Assist with scheduling planned and reactive maintenance activities. * Maintain asset logs, service records, and contract documentation. * Support the Facilities Manager with general administrative tasks and coordination as needed. Skills & Competencies Essential * Strong experience in invoicing, accounts administration, or financial coordination. * Knowledge of facilities management processes and subcontractor workflows. * Excellent communication and relationship-building skills. * High attention to detail with strong numerical accuracy. * Proficiency with MS Office (especially Excel) and finance/CAFMs systems. * Ability to manage multiple deadlines and prioritise workloads effectively. Desirable * Experience working within facilities management, property services, or construction. * Understanding of compliance requirements (H&S, contractor documentation). * Familiarity with purchase order systems and service-level agreements. Qualifications Minimum: GCSEs/A-Levels or equivalent. Preferred: NVQ or diploma in Business Administration, Facilities Management, or related field. Financial administration certifications advantageous. Personal Attributes Proactive and organised with a problem-solving mindset. Professional, customer-focused attitude. Able to work independently and collaboratively. Integrity in handling financial information and sensitive documentation. Hours 9am - 5pm with some flexibility on hours