Facilities Coordinator

Job Overview

Are you organised, proactive, and enjoy keeping essential business functions running smoothly?
We’re looking for a Facilities Coordinator to support fleet administration, utilities and waste management, contractor relationships, site maintenance activities, and Health & Safety initiatives. This is a fantastic opportunity to play a key role in delivering efficient facilities services and making a positive impact across the business.

Employment Details

This is a permanent full time position which is fully office based at our head office in Tamworth.

Main Duties

• Fleet Admin/Tasks:
  • Responsible for fleet post and emails.
  • Maintain all fleet records using internal fleet software
  • Distribution of fines to drivers and a follow up to ensure payment was made.
  • Delivery of cars to garages and prepare cars for new drivers.
  • Be a point of contact for drivers.
  • Liaise with insurers and drivers in the event of an accident.
  • Checking Invoice costs
  • Assessing mileage usage and actioning changes to leases where necessary.
  • Arranging for foreign travel permissions for drivers
  • Liaising with insurers for vehicle cover.
  • Car inspections.
  • Management of Pool cars for staff.
• Waste:
  • Control of Waste Transfer Notes and collation of waste amounts per contractor.
  • Ensuring certificates and accreditation records from waste suppliers are current.
  • Contacting waste suppliers in the case of a failed collection.
  • Assessing waste supplier information to ensuring accuracy and all documents are in date.
• Utilities:
  • Input of data from utility bills.
  • Ensuring bill accuracy.
  • Contact with suppliers where necessary.
  • Be a point of contact for meter reading companies.
  • Liaising with the Purchasing and Accounts departments over suppliers, contractors and queries.
  • Support any future changes and upgrades to incoming supplies.
• Additional:
  • Coordination of site repairs where required, coordinating with contractors and internal maintenance teams and stakeholders.
  • Reasonable additional tasks related to the department.
  • Support Health & Safety and Environmental initiatives where necessary.
  • Assist with business continuity and disaster recovery planning activities.

Skills & Experience

• Essential:
  • Attention to detail, working with a high level of accuracy
  • Communication skills – confidence in liaising with colleagues and suppliers
  • Strong problem solving and organisational skills with an ability to prioritise workload
  • Effective administrative skills
  • Some flexibility may be required on an ad hoc basis dependant on work requirements
  • Full Driving Licence
  • Computer literate and familiar with Microsoft Suite, including Excel, Outlook etc
• Desirable:
  • Experience dealing with utility companies and contracts
  • Basic understanding of ISO14001 and ISO45001 standards
  • Experience in fleet operations

Benefits

• Option to purchase up to 5 extra days annual leave
• Health Cashback Plan
• Pension Scheme
• Life Assurance
• Free Parking

Site Location

Scolmore House, Tamworth, B79 7UL