Facilities Co-Ordinator in Exeter

Business critical front of house primary contact for all client/internal driven requests, via email, face to face or telephone. Responsible for the day-to-day management of sub-contractors and helpdesk across the Client Facilities in Exeter. This role requires a calm and professional demeanour, keeping sub-contractors and internal teams honest.

Skills

• Experience of working in a fast paced, operational environment.
• Strong relationship management with colleagues, clients and sub-contractors demonstrating excellent communication/influencing skills.
• Robust and assertive attitude towards achieving results.
• Strong organizational abilities ensuring all documentation is stored and auditable.
• Ability to work to own initiative but team orientated, multi-tasking and prioritising workload.
• High customer focus.
• Excellent IT skills, competent across Microsoft Office programs and experience with a CAFM system is desirable.

Contractor management

• Co-ordinating the annual subcontractor maintenance, OP18.
• Ensure attendance within SLA’s.
• Schedule sub-contractor and AdHoc works.
• Arrange Call outs.
• Request RAMS/Credentials for all maintenance and call outs and remedials and booking in sub-contractors with security and checking clearance level.
• Liaising with on-site teams, client and sub-contractors, based around OP18.
• Maintaining the contractor on site spreadsheet.
• Check service reports, refer recommendations to Ops Manager and Contract Support for quotes.
• Add to CAFM.
• Request training records from AM, 3 monthly and keep the training matrix up to date.
• Ensure Logbook sections are kept up to date.
• Service reports - Liaise with Contract support if they need a copy for closing off EW.
• Running monthly PPM’s. Once CS contacts sub-contractors FC will contact to book works.

Helpdesk

• Provide support to the client via managing the facilities helpdesk, receiving calls and emails in a professional and timely manner, raise reactive jobs for both hard and soft service teams.
• Keep the requester apprised as to the status of the work order until completion.
• Assess the priority of faults and distribute accordingly.
• Manage and sign off tasks across Concept, CAFM system.
• Ensuring Asset information is updated.
• Paper and digital filing.
• To inform security via email for any leavers.

Financial

• Assist the Contract Support role with financial and commercial aspects of the contract during cover (annual leave and sickness).
• Providing information for contract review meetings, reactive tasks.
• First week of month collate task numbers on how many reactives raised and closed, PPM’s raised and closed, and call outs from contractors on site sheet.

Additional

• Raise regular observations using the Harbour platform, at least 4 per month.
• Part of the management team – setting an example to your peers.
• Organising team build days and social events.
• Booking meeting rooms.
• Liaising with external security teams for clearance/vetting.
• Contribute to the regular client/team meetings.
• Ensure QHSE documentation is maintained and readily available for auditing purposes, utilising electronic logbooks.
• Actively identify and implement innovation across the contract to enhance performance and continue to exceed the client’s expectations.
• Promote and maintain CBRE work ethics and culture, following the RISE values.
• High level of trust and integrity whilst handling confidential information.
• Obtain full Security Clearance.

Company benefits scheme. 25 days holiday, excluding bank holidays, per annum. You must meet all the Client requirements to obtain security clearance.