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- Tasks: Manage daily operations, oversee post room, coordinate contractors, and support facilities activities.
- Company: Join a dynamic workplace focused on maintaining high standards and smooth operations.
- Benefits: Enjoy a structured work schedule, training opportunities, and provided uniform and equipment.
- Why this job: Be part of a supportive team, enhance your organisational skills, and make a real impact.
- Qualifications: Experience in facilities coordination is essential; strong communication and multitasking skills required.
- Other info: Flexibility in hours may be needed; training for health & safety roles provided.
The predicted salary is between 36000 - 60000 £ per year.
Hours of Work: Monday to Friday 07.30 to 16.30
Job Purpose: The Senior Facilities Coordinator plays a key role in ensuring the smooth day-to-day operation of the site, supporting facilities services, and maintaining high standards across the workplace. The role includes managing the post room function, coordinating contractors and suppliers, and assisting with procurement and quotes for facilities works.
Key Responsibilities:
- Post Room Management: Oversee the incoming and outgoing mail and courier services for the site. Ensure timely and accurate distribution of post to departments and individuals. Liaise with courier services and manage special deliveries, including recorded and international shipments. Maintain a secure log for incoming packages and track deliveries.
- Contractor Coordination: Act as the first point of contact for all contractors attending site. Schedule and coordinate planned and reactive works, ensuring all visitors are properly inducted. Ensure contractor RAMS (Risk Assessments and Method Statements) are in place and reviewed prior to works. Monitor contractor performance and escalate any issues to the Account Manager. Maintain up-to-date records of all contractor visits, work permits, and compliance documentation.
- Quotations & Procurement: Request, gather and compare quotes for facilities-related works and services. Liaise with suppliers to obtain best value for the business while meeting service requirements. Prepare quote summaries for review by the Account Manager. Track POs and ensure quotes are linked to correct cost codes and budgets.
- Facilities Support: Support wider facilities activities, such as office moves, meeting room setups, and stock control. Log and track reactive maintenance requests and follow up with appropriate teams. Monitor consumables and place orders where required (e.g., stationery, cleaning supplies). Carry out regular site inspections and report any issues to the Account Manager.
- Health & Safety: Ensure all contractors and suppliers comply with site H&S policies. Assist with emergency procedures, including evacuation drills. Maintain documentation relating to facilities compliance and audits.
Skills & Experience Required:
- Experience in a facilities coordination or workplace support role is essential.
- Familiarity with contractor management, including reviewing RAMS and permits.
- Previous experience managing a post room or mailroom function is desirable.
- Excellent organisational and multitasking skills.
- Strong communication and stakeholder management abilities.
- Proficient in MS Office (Word, Excel, Outlook); CAFM systems knowledge is a plus.
Additional Information:
- Reception duties will be required to provide cover for lunch breaks and leave.
- Uniform and necessary equipment will be provided.
- Training will be given on company procedures and health & safety.
- Must be a fire warden or willing to be a fire warden following training.
- Must be a first aider or willing to be a first aider following training.
- Some flexibility in working hours may be required depending on business needs.
Senior Facilities Coordinator employer: Pareto Facilities Management
Contact Detail:
Pareto Facilities Management Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Senior Facilities Coordinator
✨Tip Number 1
Familiarise yourself with the key responsibilities of the Senior Facilities Coordinator role. Understanding the nuances of post room management and contractor coordination will help you speak confidently about your relevant experience during any interviews.
✨Tip Number 2
Network with professionals in facilities management or related fields. Engaging with others in the industry can provide insights into best practices and may even lead to referrals, which can significantly boost your chances of landing the job.
✨Tip Number 3
Brush up on your knowledge of health and safety regulations, especially those relevant to facilities management. Being well-versed in H&S policies will demonstrate your commitment to maintaining a safe workplace, which is crucial for this role.
✨Tip Number 4
Prepare to discuss your organisational and multitasking skills in detail. Think of specific examples where you've successfully managed multiple tasks or projects simultaneously, as this will be a key aspect of the Senior Facilities Coordinator position.
We think you need these skills to ace Senior Facilities Coordinator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in facilities coordination and workplace support. Emphasise your organisational skills, contractor management experience, and any familiarity with post room functions.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the key responsibilities outlined in the job description. Mention your experience with managing contractors, procurement processes, and your ability to maintain high standards in a workplace.
Showcase Relevant Skills: In your application, clearly demonstrate your proficiency in MS Office and any experience with CAFM systems. Highlight your strong communication skills and ability to manage multiple tasks effectively.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for the role of Senior Facilities Coordinator.
How to prepare for a job interview at Pareto Facilities Management
✨Know Your Responsibilities
Familiarise yourself with the key responsibilities of the Senior Facilities Coordinator role. Be prepared to discuss how your previous experience aligns with managing post room functions, contractor coordination, and procurement processes.
✨Demonstrate Organisational Skills
Highlight your organisational and multitasking abilities during the interview. Share specific examples of how you've successfully managed multiple tasks or projects simultaneously in past roles.
✨Showcase Communication Skills
Effective communication is crucial for this role. Prepare to discuss how you've effectively liaised with contractors, suppliers, and team members in previous positions, ensuring smooth operations and compliance.
✨Prepare for Health & Safety Questions
Since health and safety compliance is a significant part of the role, be ready to talk about your understanding of H&S policies and any relevant experience you have in ensuring compliance in previous jobs.
