Facilities Coordinator
- London
- Permanent
- Full-time
- Be responsible for the day-to-day proactive management of facilities contracts, such as cleaning, maintenance, waste management etc.
- Checking that service level agreements have been met and any works are carried out or supplies provided are as specified and to the agreed standard
- Dealing with contractors and suppliers on site, signing off day work sheets or delivery notes and keeping records.
- Dealing with any issues or requests raised, and escalating to your line manager if unable to reach a resolution.
- Respond to all related Facilities and Health & Safety issues on the helpdesk.
- Dealing with directly, delegating to a team member where applicable, forwarding to the outsourced service providers as necessary or escalating to your line manager if unable to resolve issues.
- Ensure that the office is always presented in a professional and tidy state, e.g. items are removed to archive quickly, boxes not stored on top of cupboards, meeting rooms, service areas, kitchen and toilets are well maintained.
- Carry out routine GDPR and Security checks on site to ensure compliance
- Be responsible or assist, for co-ordinating projects, including internal moves, facilities meetings and refurbishments of any other Property or Facilities related projects.
- Be responsible for providing the office services such as, but not limited to, mailroom management, stationery supplies, office documentation, catering requirements and provision of refreshments for client meetings, kitchen and vending supplies and adherence to physical data archiving processes.
- Providing clear and professional written and verbal communication to internal and external clients
- Provide ad hoc general administrative support to the function when required.
- Manage the online Health and Safety portal relevant to your office.
- Ensure compliance with Health, Safety and Environmental legislation and company policies and procedures and maintain appropriate documentation to evidence compliance.
- Carry out regular workplace inspections to ensure for example that fire escape routes are kept clear, items are stored safely, there are no trip or slip hazards etc.
- Maintain up to date lists of Fire Marshalls and First Aiders, booking any training required and ordering any first aid supplies. Form part of the office fire marshals team and attend meetings/assist with planned drills/evacuations.
- Carry out initial investigation of any Accident or Near Miss reports. Taking any measures necessary to prevent reoccurrence and reporting serious issues to the Head of Property and Facilities.
- Carry out initial investigation of issues raised through the online DSE assessments, helping customers to adjust their chairs and improve their workstations and raising a request for a specialist assessment if required. Ensure DSE assessments are carried out following desk moves.
- Provide Health & Safety Induction for new starters, showing location of main fire escape routes and assembly points and explaining fire and accident procedures
- Check invoices to ensure goods and services have been received satisfactorily and charges and coding are correct before approving
- Responsible for raising purchase orders for all expenditure and services related to the office ensuring cost control is tightly managed
- Demonstrate diligent procurement methods ensuring services are cost effective
- Involvement in Disaster Recovery and Business Continuity Planning.
- Be a named contact for emergency out of hours call outs for office related issues.
- Ability to demonstrate an understanding of the regulatory framework relevant to the role, whilst practising effective risk management taking account of outcomes for clients.
- Understand, follow and demonstrate compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business. Follow principles and rules of the Financial Conduct Authority (FCA) and the internal requirements set out in the Compliance Manual, local and Group Compliance and Risk policies.
- Ability to multi task and demonstrate a flexible approach to manage multiple requests
- Ability to provide a high level customer service experience
- Willing to receive training relevant to the role (i.e. Fire Warden, First Aid, DSE Assessment)
- IOSH Managing Safely – desirable
- Competent IT skills in Word, Excel, Outlook and Office Suites
- Good communication skills both written and oral
- Good time management and diary management skills