About The Role
Atlas Workplace Services
has an opportunity for an Account Co-Ordinator to join our team supporting our client in Farnborough. As the Account Co-Ordinator, you will provide comprehensive administrative support and coordination to meet the requirements of the client and Account Team, ensuring consistent and proactive support to the FM Operation.
Working on a client site, the role requires the ability to work under minimal direction and communicate effectively with other staff across the business as well as those onsite. A flexible approach with statistical, computer, and administrative skills is required. This role involves liaising with the customer daily, acting as a conduit between the client organisation and AWSL.
Principle Duties and Responsibilities
1. Coordinate workflow for all client and internal requests to ensure effective completion of work in accordance with SLAs;
2. Liaise with customers, operational delivery teams, and subcontractors to arrange reactive maintenance visits, ensuring work is managed end-to-end and recorded against the correct client billing entity;
3. Arrange service visits as per the PPM and Audit regime, ensuring work is planned in advance in line with the annual PPM schedule;
4. Manage follow-on works identified from PPM visits, ensuring work is completed and recorded appropriately;
5. Maintain CAFM logs, ensuring accurate information is entered to demonstrate progress and provide an audit trail;
6. Upload subcontractor compliance documentation and PPM paperwork, ensuring the CAFM system is populated with up-to-date service records;
7. Support operational delivery across all service lines, building strong relationships to ensure high service standards onsite;
8. Maintain relationships with subcontractors to arrange call-outs, obtain costs, RAMS, and book work, escalating issues as needed;
9. Coordinate with the central Scheduling team for engineering works outside the static team's skills set;
10. Use the CAFM quotation module to build estimates and manage approvals;
11. Manage chargeable Minor Works Requests, including purchasing operations;
12. Raise and issue purchase orders following internal governance, update CAFM logs, and file purchase orders appropriately;
13. Ensure scheduled deliveries and proper filing of documentation;
14. Capture and record all work costs in the CAFM system for effective billing and profitability;
15. Validate and receipt purchase orders post-completion, assisting with budget control and resolving contractor queries;
16. Work with the Billing team to resolve billing queries promptly;
17. Manage contract risks, record and mitigate where possible, escalating issues as needed;
18. Support the Contract Manager and onsite teams with ordering uniform and equipment;
19. Provide SLA/PPM and operational reports as required;
20. Perform other administrative tasks related to the contract as directed;
21. Comply with all relevant Health & Safety rules and regulations;
22. Contribute to the 'FM Team' culture.
Qualifications include GCSE in English and Maths or equivalent.
Knowledge, Skills and Experience
* Good written and spoken English and numeracy skills;
* Knowledge of Maximo or other CAFM systems is advantageous but not essential;
* Proficiency in Microsoft Office (Excel and Word);
* Excellent communication skills, including telephone manners;
* Previous administrative experience in an operational environment;
* Strong customer service skills;
* Willingness to undertake further technical and business training, e.g., IOSH Managing Safely.
About The Company
Atlas Workplace Services aims to differentiate itself from faceless organisations in the facilities management industry by providing a personal touch. Our goal is to make buildings better places for the people who work in them, combining understanding, technology, and a proactive attitude. We operate across the UK at more than 1,000 sites and over 11 million square feet of premises, offering services including engineering maintenance, security, cleaning, compliance, reception, energy solutions, and more.
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