Overall Purpose
The Reception & Facilities Coordinator is responsible for providing outstanding customer service to occupiers and visitors; ensuring a positive customer experience is delivered to create a personal and memorable impression.
Key Responsibilities
* Senior person on site managing one other person.
* Build a strong knowledge of the local area and compile a comprehensive local amenities information guide.
* Providing a warm welcome to all occupiers, visitors and stakeholders to the building, creating a personal and memorable impression.
* Building and maintaining excellent relationships with occupiers, service partner and client teams; encouraging and managing two-way communications to improve standards and service.
* Responsible for the social media delivery across platforms as trainedR.
* Assist the Building Manager in ongoing monitoring of soft services delivered on site to ensure effective delivery.
* Undertake regular contract meetings with suppliers including a formal assessment of performance, competence and compliance.
* Assist the Building Manager with the procurement and placement of goods and services in line with the departmental/site procedures. All final decisions on purchasing are with the Building Manager.
* Assist the Building Manager in invoice validation for services provided and works completed as well as monitoring on‑going expenditure and ensuring the Management Team are made aware of any significant variances.
* Manage and identify requests for minor works on site and subsequently manage the implementation and completion of works to the highest standards and best value.
* Complete daily safety tours and periodic property inspections and report using the agreed format/templates, covering all FM areas according to a given schedule of visit frequencies.
* Ensure any service/maintenance issues receive prompt attention and are resolved within acceptable time parameters and all interested parties are kept fully advised.
* Ensure that all property information is maintained and information held is accurate and up to date and made available to the FM Coordinators and helpdesk (where used). Such information to be reviewed quarterly as a minimum. Any changes to emergency responders are to be advised immediately.
* Ensure any works carried out at the property, whether by Occupier or Landlord, are undertaken with the correct health and safety arrangements in place, permits to work etc.
* Liaison with Occupiers, on‑site staff and service providers as necessary for effective running of the building.
* Achieve and maintain the departments OHSAS 45001 objectives for health and safety management and performance.
* Assist with covering planned and unplanned absences of the Management Team.
* Be the first point of contact for all Occupiers and relevant contractor staff, and resolve disputes which arise with the assistance of the Facilities Manager in a calm and professional manner. All disputes must be reported.
* Attend any internal/external meetings or training required to manage your properties, perform your role or maintain your professional competency.
Required Skills & Experience
* Have the necessary skills and qualifications to provide the effective and efficient delivery of Facilities Management, Services and Small Projects.
* IOSH Managing Safely qualified – essential.
* Ability to communicate at all levels in a professional and supportive manner.
* A flexible, adaptable and a cooperative attitude.
* A self‑starter with a good degree of initiative and self‑motivation who can deliver effective work without the need for close management.
* Good management skills and the ability to motivate and drive staff to meet the highest possible standards.
* Good standard of English grammar, spelling and take pride in presentation of work and self.
Key Skills
* At least 1 year experience in Facilities Management with a full understanding of Managing Agent responsibilities – essential.
* A good working knowledge of the relationship between Landlord and Tenant as it relates to commercial property.
* Knowledge and experience of managing a variety of Health and Safety and related issues.
* Strong contract management skills with experience of a formal performance management system – ideal.
* Sound knowledge and experience of all soft services aspects of Facilities Management.
* An understanding of Hard services in the Facilities environment and the ability to articulate an issue in simple and accurate terms.
* To have directly managed a team or another team member and can demonstrate the ability to carry out appraisals and other direct management activities.
Seniority level
* Mid‑Senior level
Employment type
* Contract
Job function
* Administrative
* Administrative and Support Services
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