Role Purpose
The Facilities Management Coordinator is responsible for coordinating the effective delivery of day-to-day facilities services, maintenance activities and contractor support to ensure a safe, compliant and efficient working environment. The role supports operational continuity, compliance, service quality, cost control and customer satisfaction through proactive planning, effective communication and accurate administration.
The role will be typically 4 day’s FM coordination/ finance admin and 1 day helpdesk support (Monday to Friday). On FM coordination/ finance admin days the role will still be expected to cover the helpdesk communication channels and raise tasks within the CAFM system, during the lunch breaks of your helpdesk colleagues.
FM coordination -
To coordinate, monitor and manage subcontractors to ensure that facilities management services are delivered safely, efficiently, on time and in accordance with contractual requirements, agreed service levels and statutory compliance standards. The role requires the ownership and update on central compliance trackers, folders and remedial works from task creation to completion and able to audit this circle. The role will conduct regular subcontractor performance (KPI) reviews in conjunction with the Technical Contracts Manager and will present audit information during periodic subcontractor meetings.
Helpdesk
To be the hub of communications at the Stadium. As part of a tight customer focused team, you will be the central function for maintenance, security, logistics, presentation teams and all internal departments for the stadium campus, Lilywhite House, retail stores and the warehouse, maintaining the highest standards at all times.
Finance Administration
Responsible for the administration, coordination and compilation of all data required for finance and procurement for facilities management (Engineering, logistics and cleaning/ presentation) activities including acquiring competitive quotations, raising and issuing purchase orders against the allocated entities/ budget codes, receipting invoices, updating trackers and collating and submitting timesheets and call out Rota’s.
Key Responsibilities
- Maintain an up-to-date PPM schedule
- Liaise with contractors for pre attendance paperwork (RAMS, competencies, Permits etc)
- Keep hard and electronic systems, processes, records and documentation up to date and support the collation of service delivery and pre/ post event reports.
- Provide first level contact and convey resolutions to customer issues
- Utilize excellent customer service skills and to exceed customers’ expectations
- To complete daily operational admin tasks, invoicing, purchase orders, CAFM system inputting data etc.
- To provide admin assistance with additional tasks as requested by Stadium Management Team
- To support helpdesk D2D and matchday delivery, including PEAP’s and reports
- Liaise with subcontractors regarding their pre-attendance documentation and task completion reports and recommendations
- Conduct/ support subcontractor performance reviews and retender exercises
- To be flexible to work/ support stadium events
Person Specification
Knowledge
- Health and Safety at Work
- Management of Health and Safety at Work Regulations
- CDM Regulations
- Regulatory Reform (Fire Safety) Order
- PUWER, LOLER, COSHH and other relevant legislation
- Event safety principles
- Stadium operations
- Risk management methodologies
- Business continuity and emergency planning
Skills & Experience
- Health and Safety training desirable
- Thorough knowledge of safe working practises
- Be knowledgeable about Microsoft applications like Word, Teams, Excel and administration skills
- Proven working experience in providing helpdesk support and subcontractor management
FM Coordinator / Finance Admin in Tottenham employer: Tottenham Hotspur
Tottenham Hotspur is an exceptional employer, offering a dynamic work environment where HR professionals can thrive. With a strong focus on employee development and a collaborative culture, this role provides the opportunity to make a meaningful impact within a prestigious sports organisation. Located in the heart of North London, employees benefit from a vibrant community and access to unique experiences associated with working at a world-class stadium.
