Job Title

Facilities Coordinator

Job Description Summary

Job Description

REPORTING RELATIONSHIPS

Reports to: Contract Manager

Direct reports: Nil

SCOPE OF ROLE

In conjunction with the client management team, successfully deliver and manage the Master Services Agreement (MSA) ensuring all key performance indicators (KPI’s) are met and exceeded, by implementing effective strategies to achieve financial targets, client satisfaction, and sub-contractor management ensuring profitability.

LEVEL OF AUTHORITY

As outlined in the delegation of Financial Authority Policy

KEY RELATIONSHIPS (INTERNAL/EXTERNAL)

Internal

• AIA Contact Manager
• Internal Trade Services
• Finance Team
• Property Help Desk Team
• Contractor Registration/JDE linking team

External

• AIA Facilities/Property team
• Tenants
• Suppliers
• Sub-Contractors

JOB PURPOSE

Responsible for:

Client reporting

In conjunction with reporting specialist

• prepare monthly reports
• Prepare quarterly reports
• Prepare annual reports

Client liaison

• Attend client and tenant meetings
• Take meeting minutes (as required)
• Record agreed action points
• Monitor action points to completion
• Support the Contract Manager in delivery of identified opportunities

Invoicing/aged debt

• Manage reactive invoicing
• Manage PPM invoicing
• Accrual of PM’s
• Present invoices to client
• Actively manage WIP to completion
• Actively managed aged debt

Additional tasks

• Provide first point of contact coverage to the Contract Manager in the event of leave or other absences

ACCOUNTABILITIES

• Client is invoiced for all completed works in the month completed
• Invoice or WIP issues are proactively managed to completion
• Client reports are delivered on time
• PPM are completed to invoicing stage on time
• Assist with and monitor the delivery of KPI’s as outlined in the MSA
• Assist in the preparation and delivery of periodic and ad hoc reports
• Client receiving service exceeding their expectations
• Increasing business activity where possible to meet targets
• Contribute to a team performance that results in the successful re-negotiation of contract extensions
• Prepare monthly non-recoverable labour report
• Maintain accurate records of variations to the MSA, meeting minutes and agendas
• Liaise with the internal stakeholders – Property Helpdesk, Finance and Facilities Services on queries
• Support the AIA FM contract team in delivery of identified opportunities
• Other duties as required by Contacts Manager

BACKGROUND AND EXPERIENCE

• Minimum of two years in a facilities or property administration or customer service role
• Industry experience in Outsourced Facilities Management preferred

QUALIFICATIONS & TECHNICAL SKILLS

• Relevant tertiary qualification – Property, Facilities Management or Business
• Excellent data analysis skills
• Understanding of Invoicing and Accounts payable functions preferred
• Sound Knowledge of Excel, Word, Outlook and JDE

PERSONAL CHARACTERISTICS

• Excellent customer service skills
• Planning ability – ability to prioritise workload
• Effective communication skills
• Team player

INCO: “Cushman & Wakefield”