We are seeking a proactive and detail-oriented Facilities Account Coordinator to provide essential administrative and operational support to the FM Team Leader and the wider facilities management team. This role is critical in ensuring the smooth running of our Planned Preventative Maintenance (PPM) and reactive maintenance systems across our portfolio of serviced offices and client sites. You will act as a key support function, helping to maintain compliance, coordinate day-to-day operations, and ensure seamless service delivery to our clients.
Key responsibilities .
Operational Support to FM Team Leader & Account team
* Assist the FM Team Leader with daily coordination of FM activities across multiple contracts
* Support the preparation and distribution of team meeting agendas and action points
* Provide administrative support for operational reports and KPI tracking
* Assist with the implementation and maintenance of operational procedures and best practices
* Support the FM Team Leader & account team in managing day-to-day operational workflows
PPM &Compliance Administration
* Work with the PPM Planner to Set up, monitor and maintain PPM planners in coordination with the FM Team Leader
* Support quarterly PPM audits by collating documentation and tracking completion
* Maintain accurate compliance records and documentation in line with SFG 20 standards
* Assist with ISO file compliance and documentation management
* Track PPM completion rates and flag any outstanding tasks to the FM Team Leader
* Collate and manage all facilities documentation, ensuring accuracy and accessibility
* Support the maintenance of reporting dashboards and compliance records
* Assist with asbestos and legionella awareness documentation tracking
Health &Safety Support
* Help maintain health and safety compliance records and documentation
* Support incident reporting processes by logging and tracking incidents
* Action RAMS (Risk Assessment Method Statements) and COSHH documentation where required
* Coordinate with the FM Team Leader on H&S compliance matters
Helpdesk & Reactive Maintenance Coordination
* Provide telephone and email helpdesk support to centre managers and clients
* Deal with enquiries professionally, quickly and efficiently
* Log all tasks and reactive requests via Simpro facilities management system
* Allocate and log works to relevant engineers and contractors
* Track progress of reactive works and elevate delays to the FM Team Leader
* Maintain constant communication with colleagues, clients and contractors
* Ensure timely completion of reactive and remedial works
Financial& Billing Administration
* Support monthly billing processes to ensure accuracy and on-time delivery
* Raise orders in the internal PO system and request client POs
* Track invoices and assist with payment processing through Victoria financial package
* Obtain quotations from suppliers, comparing costs and lead times
* Advise clients on pricing and obtain approval to proceed
* Support budget tracking and cost management activities
* Assist the FM Team Leader & wider team with financial reporting and variance analysis
* Work with accounts team to ensure smooth invoicing processes
* Source and arrange labour for planned maintenance and urgent reactive requests
* Place orders with approved suppliers following client approval
* Track delivery of orders and materials
* Manage contractor documentation and compliance records
* Support contract management activities with suppliers
* Coordinate with external contractors as required
Client &Stakeholder Support
* Support the FM Team in maintaining strong client relationships
* Attend client meetings as required and prepare meeting documentation
* Prepare monthly reports for clients with support with the team
* Respond to client queries in a professional and timely manner
* Coordinate communication between clients, contractors and internal teams
* Prepare site setup folders and organise equipment at project commencement
Project& Documentation Support
* Support new contract implementations with administrative coordination
* Maintain accurate records of all activities in Simpro and other systems
* Support document control and SharePoint management
* Contribute to continuous improvement initiatives
* Raise orders in the internal PO system and request client POs
* Track invoices and assist with payment processing through Victoria financial package
* Obtain quotations from suppliers, comparing costs and lead times
* Advise clients on pricing and obtain approval to proceed
* Support budget tracking and cost management activities
* Assist the FM Team Leader with financial reporting and variance analysis
* Work with accounts team to ensure smooth invoicing processes
Experience & Knowledge
* Proven facilities and helpdesk experience (essential)
* Understanding of PPM and reactive maintenance systems
* Experience with billing processes and financial administration
* Familiarity with facilities management operations
* Experience working in a support or coordination role
* Understanding of compliance requirements in FM environment
* Confident in managing suppliers and liaising with clients
* Comfortable with Microsoft Office packages and SharePoint
* Detail-oriented with strong organisational abilities
How to apply .
If you would like to know more about this position and about joining the team, please send your profile and CV to careers@mwaprojects.com
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