College Facilities Co-ordinator

We are seeking a College Facilities Co-ordinator to assistat head office with administration, compliance co-ordination, data managementand analysis for OHC&AT. Reporting tothe College Facilities Co-ordinator, you will build strongrelationships with facilities teams, assisting to ensuresites operate efficiently and compliantly., Your responsibilities willinclude:

Responsibilities

• Providingcomprehensive administrative and operational support to the Estates &Facilities Team.
• Linemanaging and supporting the Facilities Administrative Assistant, includingworkload planning, supervision, and performance management.
• Managingthe College fleet, ensuring vehicles remain legally compliant withservicing, MOTs, insurance, tax, safety inspections, Permit 19requirements, driver licence checks, and Blue Badge applications.
• Maintainingaccurate fleet records, processing incident reports, monitoring driverlogs, coordinating training, and managing vehicle hire arrangements.
• SupportingFacilities Business Partners with work scheduling, staffing coordination,and service delivery monitoring.
• Managingelectronic and paper-based records, ensuring documentation is organised,accurate, and readily accessible.
• Supportingthe administration and continuous improvement of the iAM CompliantFacilities Helpdesk and Compliance System.
• Uploadingservice reports, recording meter readings, scheduling planned and reactivemaintenance, and auditing helpdesk tasks.
• Monitoringcompliance across College sites and supporting actions required tomaintain statutory compliance.
• Managingfacilities resources, raising purchase orders, and supporting procurementprocesses.
• Maintainingcontract registers, monitoring contractor performance and KPIs, andensuring Planned Preventative Maintenance (PPM) activities are completedon time.
• Maintainingrecords for MIDAS certificates, key holders, access controls, alarms, andcritical site information.
• Coordinatingmeetings, taking minutes, maintaining financial records, and supportingthe wider Estates & Facilities Team with day-to-day administration.
• College and Academy sites, escalating anymissing or overdue items to the Facilities Coordinator.
• Collate, verify, and store all compliancedocumentation (e.g., certificates, reports, service sheets), assist withmaintaining accurate records and databases, analyse compliance data to identifytrends or gaps, and support audit, inspection, and reporting preparation.

Qualifications

• Maths and English GCSE Grade C/4 orequivalent.
• Experience of Facilities, Compliance, anddata management.
• Knowledge of H&S regulations andlegislation including COSHH and Risk Assessments.
• Knowledge of MS Office systems,intermediate level.
• Good oral and written communicationskills.