Facilities Coordinator

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FACILITIES COORDINATOR (Uxbridge)</p>
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JOB DESCRIPTION SUMMARY:</p>
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To maintain relationships with all Facilities Management (FM) service providers.</p>
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To proactively contribute to providing a suitable and safe working environment for employees and all business activities conducted on site.</p>
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To support the delivery of best practice FM services delivery to continuously improve efficiency, reduce operating costs and increase productivity in FM service provision.</p>
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To provide day-to-day coordination of FM operations.</p>
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Directing day-to-day tasks related to building maintenance (planned and reactive), waste disposal, recycling, office moves and alterations, events coordination.</p>
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Space management and change.</p>
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TECHNICAL/FUNCTIONAL:</p>
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Assist with operating to budget.</p>
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Contribute to continually improving office safety and welfare.</p>
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Assist with the verification of supplier billing against goods and services received.</p>
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Responding appropriately to emergencies or urgent issues as they arise.</p>
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Joining with the Facilities leadership team on rotating on-call system. Currently one week </p>
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in four.</p>
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SAFETY :</p>
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Act as local HSE focal point for Facilities and Office Services.</p>
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Ensure all Contractor Risk Assessments and Method Statements from all contractors and </p>
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suppliers are in order prior to the commencement of any works.</p>
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Manage the statutory compliance and Health &amp; Safety notice Boards. Updating of notice </p>
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boards and changes around the office as required.</p>
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Assisting the Facilities Manager to provide guidance to all staff and contractors operating </p>
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on site for all HSE matters, requests and queries. This to include DSE assessments, staff </p>
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inductions, building inspections and any ad-hoc HSE item that may arise.</p>
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Provide operational coordination during emergency evacuation situations to assist in </p>
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protecting people, the environment, assets and Company reputation.</p>
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Support the security function and the standards they operate to.</p>
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FINANCIAL/ADMINISTRATIVE:</p>
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Preparation of supplier invoices relating to Facilities Management prior to invoices going to accounts payable.</p>
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Administration of PO's and procurement in Facilities.</p>
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Administration of Facilities Management office.</p>
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Holding the Facilities Calendar and first point of contact email account.</p>
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TECHNICAL/MAINTENANCE/REPAIR:</p>
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Respond appropriately to emergencies or urgent issues as they arise including rotating out of normal working hours support and communicate these to the business.</p>
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Maintain familiarity with the Business Continuity plans and how the role contributes.</p>
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Assist with overseeing the day-to-day works provided by third party contracted facilities and maintenance providers.</p>
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Assist with the planning and scheduling of building works as required.</p>
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Supporting coordination of work activities relating to such routines as (but not limited to):</p>
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<li>Annual power downs</li>
<li>Mech and Elec maintenance</li>
<li>HVAC systems</li>
<li>Building management system</li>
<li>Lighting systems</li>
<li>Fire, CCTV and security systems</li>
<li>Water / legionella compliance</li>
<li>Statuary compliance inspections</li>
<li>Cleaning</li>
<li>Internal and external planting</li>
<li>Waste disposal and recycling</li></ul>
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Coordinate visiting maintenance sub-contractors and on-site technical teams.</p>
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Hosting sub-contractor inductions and administering general work permits.</p>
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Coordinate of repair works and sub-contractor visits to attend maintenance follow up.</p>
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Utilise the facilities helpdesk to prioritise facilities requests and attendance.</p>
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Coordinate in-house maintenance teams, reactivate and PPM works.</p>
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CATERING &amp; HOSPITALITY:</p>
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Provide assistance to the Facilities Manager and guidance to the Front of House Manager in the delivery of catering for the restaurant, cafe and for meetings and events.</p>
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CLEANING &amp; HOUSEKEEPING:</p>
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Carry out housekeeping inspections with the housekeeping supervisor and Front of House Manager.</p>
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Provide guidance to the housekeeping supervisor and Front of House Manager with regard to management of consumables, quality of workmanship, coordination of duties.</p>
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