Facilities Coordinator | Hard Services

The Role:

Reporting to Geography WFM Lead, responsibility for day to day aspects of management of Hard Service related items within the office. Total ownership/accountability for the management of contracts within their remit. To provide a safe, clean and comfortable work environment for members, and maintain a visible presence and responsive service within the offices.

Key Responsibilities:

· Operational responsibility for day to day running of hard service contracts, to include delivery of planned and reactive maintenance.

· Forward planning and, in conjunction with WFM Lead, management of finances for achieving financial targets, budget management and review.

· Regular review of contracts/SLAs to include monthly meetings/quarterly reviews and reports with WFM Lead.

· Strong understanding of legal compliance to include H&S, energy, quality and environmental in line with responsibilities as outlined in the firm’s Management System.

· Timely review and updates to Arup’s HSE Log for relevant locations.

· Maintaining of Contractors’ details, to include contracts/SLAs, insurances, records of site inductions, service reports, engineer competencies etc. and identifying opportunities for re-tendering/securing cost efficiencies.

· Reviewing facilities requests & validating supporting information and assisting with monitoring and management of associated workflow.

· Familiarity & understanding of current H&S requirements to support a safe working environment, with willingness to complete training as required.

· Supporting contractor management on site, by timely review of contractor RAMS, and the administration of e-permits (access permits & permits to work) and contractor inductions/site briefings where necessary.

· Maintaining close working relationships with teams based at site to offer support in managing the immediate workplace experience within the office environment, and communicate planned activities accordingly.

· Tracking planned & anticipated contractor attendance in line agreed dates/programme, including with main FM provider and ad-hoc contractors.

· Regular interaction with housekeeping contractors and Workplace Experience Assistants/Coordinators in order to respond to immediate issues.

· Ability and willingness to travel to other sites within the region to offer support as required for wider WFM team, stakeholder engagement, contractor meetings etc.

· Regular auditing and review of offices for safety, compliance and improvement.

· Overseeing project works as required – some flexibility required to support some out of hours.

· Front of House cover as required.

Key Skills and Experience Required:

· Resilient under pressure and be able to converse confidently with staff, customers and suppliers at all levels.

· Have general knowledge of site plant, equipment and office services.

· Good problem solving and analytical skills.

· Clear and logical thinker.

· Team player and self-motivator.

· Strong work ethic.

· Compliance/knowledge of current legislation.

· Exhibit a positive and enthusiastic attitude.

Desirable Skills and Experience:

· Minimum of 5 years’ experience of managing maintenance activity.

· Good, all-round knowledge of various engineering disciplines e.g. Electrical, Mechanical, and Civil or Facilities Management.

· Demonstrate experience of coordinating and managing building maintenance and good awareness of fit-out, churn and H&S issues.

· Able to think on their feet and change their approach as required.

· Understands the importance of process, reports and paperwork.

· Knowledge of CAFM systems.

· Knowledge of e Permits system.

Qualifications:

· Degree or industry specific qualification such as IWFM Certificate or 5 years of experience within the field of expertise.

· IOSH desirable, or willingness to complete IOSH Training.

· NEBOSH desirable, or willingness to complete NEBOSH Training.

· First Aid & Fire Marshal trained or desire to be.