Facilities Coordinator in Newcastle upon Tyne

Coordinate the Estates Service Desk, responding to all facilities requests and issues, and ensuring timely, cost-effective resolutions. Coordinate equipment servicing to ensure all assets are maintained and compliant. Coordinate and schedule planned preventative maintenance (PPM) and reactive works across multiple sites, ensuring tasks are completed efficiently and to required standards. Coordinate all compliance areas, including fire, water, electrical, gas, building fabric, security, waste, and CQC, by obtaining, reviewing, and maintaining building compliance documentation for our sites. Liaise with managing agents/landlords for their compliance documents, review all reports, and ensure remedial actions are completed to maintain full site compliance. Request Risk Assessments and Method Statements (RAMS) from contractors before any works commence, so we can review and ensure they meet safety and compliance requirements. Supervise contractor works and support building projects as required. Coordinate and manage contractors and suppliers, ensuring work is completed safely, on time, and to required standards. Maintain accurate documentation and ensure internal FM systems, trackers, and compliance records remain up to date. Support CQC and ISO audit preparation and onsite readiness. Carry out minor maintenance tasks and complete routine building tests, including fire, water, and security checks.

Main duties of the job include:

• Coordinate the Estates Service Desk, ensuring all facilities requests are logged, prioritised, allocated, and actioned appropriately.
• Review and assign other Estates incoming tickets, such as property and projects related requests, to the appropriate team member to ensure clear ownership and efficient resolution.
• Coordinate all aspects of facilities management across the national estate's portfolio, including mechanical, electrical, and building services maintenance, cleaning, caretaking, and security, as well as mobile clinic units.
• Support the Facilities Manager in maintaining high compliance standards, including adherence to safety policies, legislation, regulations, and statutory requirements covering fire safety, water safety, electrical safety, gas safety, building fabric, cleaning, security, and CQC compliance.
• Ensure the smooth delivery of Head Office operational processes, including visitor management, car park registration, contractor oversight, intercom and reception support, and staff onboarding/offboarding for access control.

What you'll be doing:

• Coordinate the Estates Service Desk, responding to all facilities requests and issues, and ensuring timely, cost-effective resolutions.
• Coordinate equipment servicing to ensure all assets are maintained and compliant.
• Coordinate and schedule planned preventative maintenance (PPM) and reactive works across multiple sites, ensuring tasks are completed efficiently and to required standards.
• Coordinate all compliance areas, including fire, water, electrical, gas, building fabric, security, waste, and CQC, by obtaining, reviewing, and maintaining building compliance documentation for our sites.
• Liaise with managing agents/landlords for their compliance documents, review all reports, and ensure remedial actions are completed to maintain full site compliance.
• Request Risk Assessments and Method Statements (RAMS) from contractors before any works commence.
• Supervise contractor works and support building projects as required.
• Coordinate and manage contractors and suppliers, ensuring work is completed safely, on time, and to required standards.
• Maintain accurate documentation and ensure internal FM systems, trackers, and compliance records remain up to date.
• Support CQC and ISO audit preparation and onsite readiness.
• Carry out minor maintenance tasks and complete routine building tests, including fire, water, and security checks.
• Ensure all Head Office guests are logged onto the Entry Sign visitor management system.
• Log all Head Office vehicle registrations onto the car park portal.
• Manage door access and building access permissions for Head Office staff and visitors.
• Support visitors on site with queries and access needs.
• Manage incoming and outgoing post and courier deliveries.
• Manage and monitor the Estates key safes, including signing keys in and out.
• Oversee and maintain the Estates & Facilities Team shared calendar.
• Coordinate and issue access fobs, including replacements and returns.
• Complete all starter and leaver processes, ensuring timely activation/deactivation of access rights.
• Carry out daily facilities checks to ensure kitchen and welfare areas are clean, stocked, and well maintained.
• Carry out monthly fire and facilities checks at Head Office.
• Supervise contractor works taking place at Head Office and provide point of contact support.
• Deliver contractor inductions, issue permits to work and ensure all health and safety requirements are met.

Who we're looking for:

• Must have demonstrable knowledge and experience in a building services/facilities/estates environment.
• Relevant qualification in Facilities Management or a minimum of 2 years with equivalent proven experience.
• Must have knowledge and experience of building compliance requirements.
• An understanding of the technical aspect of FM Services (Hard and Soft).
• Must have H&S awareness skills (Desirable - IOSH qualification).
• Must have strong IT skills to be able to use all internal systems and Microsoft programmes efficiently.
• Knowledge of working with a helpdesk system.
• Always ensures good Health and Safety practices.
• Excellent customer service and communication skills with the ability to communicate effectively with internal/external customers.
• Respectful adherence to data protection laws and sensitive/personal information.
• Knowledge/experience of a healthcare environment desirable.
• Willing to travel to other sites nationally if required.

Why work for Cora Health?

• Generous Holiday Entitlement: Benefit from up to 25 days of holiday (plus public holidays) to relax and recharge. You'll also get another day off for your Birthday.
• Wellness Support: Access a suite of health support tools and an employee assistance program for your well-being.
• Performance Awards: Excel in your objectives and be rewarded further for your hard work.
• Savings and Support: Make huge savings through discounts and employer pension contributions.
• Membership Fee Reimbursement: We cover the cost of role-required professional membership fees.
• Flexibility: Work in a way that supports home life, through hybrid working options and flexibility in working hours.