Overview
Equans is looking for a Business Support Coordinator to join our team based at Woodland View Hospital on a permanent basis. This is a full time role working 40 hours per week. On offer is a competitive salary and benefits package.
The candidate will be responsible for supporting the contract, working to minimise the risk of financial deductions associated with SLA failures and/or Unavailability. They will proactively manage open work orders on the helpdesk to ensure compliance with the SLAs and KPIs. In collaboration with the site based operational team they will ensure that work orders are being managed proactively and that Maximo accurately reflects the works undertaken including any compliance documentation, mitigating factors relating to work orders where relief or Temporary Repair requests can be applied. They will support and contribute to producing monthly pay-mech reports in readiness for submission within monthly reporting packs including coordinating responses to mitigations within the pay-mech reports.
Responsibilities
* Act as focal point for all workflow management processes across all helpdesk work order requests, interfacing between the helpdesk, operational, commercial teams and service partners to minimise deduction risk to EQUANS.
* Proactively review Maximo and Power BI dashboards to identify work orders at risk or breaching SLA. Communicate risk, suggested remedies and coordinate responses between helpdesk, site, sub-contractors and operational teams to minimise future deductions.
* Liaise with sub-contractors and in-house operatives to confirm attendance details for all works raised and ensure reports are received and work orders closed with accurate date/times; update Maximo Job Notes.
* Review breached helpdesk work orders and support the Operational team in facilitating completion of work orders, potential mitigation or temporary repair or other relief events to minimise risk.
* Produce analytical data reports on helpdesk work order performance in month, including updates/forecasts on potential future Pay-mech deductions.
* Produce routine reports/presentations/statistical data for the management team to assist with contract management.
* Maintain CAFM system data inputting and ensure accurate recording, population, and distribution of work orders.
* Complete contractual and technical compliance documentation to align with contractual and hand-back standards.
* Ensure contractual registers are up to date (e.g., OpACN, Defects, Temporary repairs, Damages).
* Raise purchase orders for sub-contractors or materials as required by the Operational team.
* Analyze sub-contractor performance and its impact on deductions, supporting the recovery of pass-through deductions with the supply chain.
* Collaborate with colleagues from commercial, finance and procurement to produce information or reports as appropriate.
* Uphold EQUANS’s Code of Conduct and promote safe, compliant and consistent working practices.
* Demonstrate integrity and a professional image, take personal responsibility and accountability for actions, and continuously seek improvements in safety and quality.
* Undertake other duties as required to support the role's objectives and the overall success of Equans.
What can we offer you?
* Competitive salary and benefits package, including 24 days annual leave (+ public holidays).
* Life cover equivalent to 1.5 times annual salary.
* Employee discount schemes, gym membership discounts, cycle to work, holiday purchase scheme.
* 2 corporate social responsibility days per year.
* Learning opportunities, professional qualifications and training support.
* Employee referral rewards and access to employee networks.
* 24/7 Employee Assistance Program and mental wellbeing app.
Who are you?
* Significant experience in a similar or related role (Contract Administrator, Workflow Co-ordinator, or Commercial Administrator).
* Experience in FM environment.
* Strong analytical and planning skills with the ability to work innovatively.
* Commercial qualification or experience.
* Excellent communication and strong interpersonal skills across levels.
* Extensive knowledge of CAFM systems (MAXIMO) and Power BI dashboards.
Note: This role includes a DS PVG check; ability to pass is essential.
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