Facilities Coordinator | Hard Services
The Role
Reporting to Geography WFM Lead, responsibility for day to day aspects of management of Hard Service related items within the office. Total ownership/accountability for the management of contracts within their remit. To provide a safe, clean and comfortable work environment for members, and maintain a visible presence and responsive service within the offices.
Key Responsibilities
· Operational responsibility for day to day running of hard service contracts, to include delivery of planned and reactive maintenance.
· Forward planning and, in conjunction with WFM Lead, management of finances for achieving financial targets, budget management and review.
· Regular review of contracts/SLAs to include monthly meetings/quarterly reviews and reports with WFM Lead.
· Strong understanding of legal compliance to include H&S, energy, quality and environmental in line with responsibilities as outlined in the firm's Management System.
· Timely review and updates to Arup's HSE Log for relevant locations.
· Maintaining of Contractors' details, to include contracts/SLAs, insurances, records of site inductions, service reports, engineer competencies etc. and identifying opportunities for re-tendering/securing cost efficiencies.
· Reviewing facilities requests & validating supporting information and assisting with monitoring and management of associated workflow.
· Familiarity & understanding of current H&S requirements to support a safe working environment, with willingness to complete training as required.
· Supporting contractor management on site, by timely review of contractor RAMS, and the administration of e-permits (access permits & permits to work) and contractor inductions/site briefings where necessary.
· Maintaining close working relationships with teams based at site to offer support in managing the immediate workplace experience within the office environment, and communicate planned activities accordingly.
· Tracking planned & anticipated contractor attendance in line agreed dates/programme, including with main FM provider and ad-hoc contractors.
· Regular interaction with housekeeping contractors and Workplace Experience Assistants/Coordinators in order to respond to immediate issues.
· Ability and willingness to travel to other sites within the region to offer support as required for wider WFM team, stakeholder engagement, contractor meetings etc.
· Regular auditing and review of offices for safety, compliance and improvement.
· Overseeing project works as required - some flexibility required to support some out of hours.
· Front of House cover as required.
Key Skills and Experience Required
· Resilient under pressure and be able to converse confidently with staff, customers and suppliers at all levels.
· Have general knowledge of site plant, equipment and office services.
· Good problem solving and analytical skills.
· Clear and logical thinker.
· Team player and self-motivator.
· Strong work ethic.
· Compliance/knowledge of current legislation.
· Exhibit a positive and enthusiastic attitude.
Desirable Skills and Experience
· Minimum of 5 years' experience of managing maintenance activity.
· Good, all-round knowledge of various engineering disciplines e.g. Electrical, Mechanical, and Civil or Facilities Management.
· Demonstrate experience of coordinating and managing building maintenance and good awareness of fit-out, churn and H&S issues.
· Able to think on their feet and change their approach as required.
· Understands the importance of process, reports and paperwork.
· Knowledge of CAFM systems.
· Knowledge of ePermits system.
Qualifications
· Degree or industry specific qualification such as IWFM Certificate or 5 years of experience within the field of expertise.
· IOSH desirable, or willingness to complete IOSH Training.
· NEBOSH desirable, or willingness to complete NEBOSH Training.
· First Aid & Fire Marshal trained or desire to be