Our client is looking for a Facilities Coordinator to join a busy, expanding team on a large contract in Heathrow - the successful candidate will ideally come from a facilities management background and have experience working under pressure and against rapidly changing demands and priorities. The successful candidate will join a multi-disciplined team, covering several buildings in small proximity providing support to other areas of the business when required. You will be required to;
Responsibilities
* Responsible for monitoring and maintaining open purchase orders performing regular reviews of data
* Responsible for maintenance of contract's purchase ledger, clearing invoices and liaising with suppliers when queries arise and credits required
* Logging calls received from the customer, monitoring through to call completion and updating records
* Allocation of internal engineers to call outs and maintenance visits
* Instruction of subcontractors through to purchase ledger maintenance
* Liaise closely with site teams and head office, ensuring accurate processing of quotations and purchase orders
* Ensure QHSE documentation is maintained and readily available using company systems
* Manage system as a key user on site including PPM records, reactive's and reporting
* Promote and maintain company culture throughout the team
* Collate and process timesheets and expenses weekly
* Maintain people records such as new starters, leavers, general staff changes, contact details, etc
* Effective communication with all levels of internal teams and external customers
* Preparation of weekly applications for payment and assistance in billing in line with company deadlines
* Assistance with preparation of monthly contract review reports
* Familiar with daily operations and the specific scope of the contract
* Responsible for monitoring and maintenance of WIP
* Undertake any other duties as requested by the Contract Manager, Lead Contract Support, or Finance & Contract Support Manager
Qualifications
* Ability to establish and maintain good client relationships both internally and externally
* Previous working knowledge of planning work schedules
* Previous experience within the FM industry (essential)
* Excellent communication skills (verbal and written)
* Ability to develop effective working relationships across management and staff
* Ability to deliver quality results under pressure and prioritize work
* Capable of delegating duties and tasks to other staff
* Competence in Microsoft Office products especially Outlook, Word and Excel
* Excellent time management skills
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