Senior Facilities Coordinator

Job Purpose

We are looking for a Senior Facilities Coordinator to join our team based in Newcastle.  

The main purpose of the job is to support and assist the Facilities Manager in managing the Facilities Department including administrating the Facilities Helpdesk, supplier management, administration, and auditing to ensure that the required standards are maintained.

The Job holder will oversee the administrative support to enable the Facilities Department to function effectively and efficiently through Planned Preventative Maintenance (PPM), Servicing and Repairs. The Lead Coordinator will work with contractors and liaise with key internal business stakeholders to ensures servicing, small works Projects and onsite Handyman activities are resolved in a safe and effective manner while maintain high standards of administrative control.

Job Description

• Liaise and manage 3rd Party Contractors on small works, reactive works and planned preventative maintenance, acting as the liaison point for all parties to provide a customer focused and efficient delivery of facility services and meeting agreed standards.
• Oversee the administration of the Facilities Helpdesk, processing helpdesk requests that are submitted by site, triaging them and allocates the jobs to contractors.
• Provide administrative support for Core Contractor meetings, including preparing and circulating agendas, taking minutes, and monitoring agreed actions.
• To raise PO Requisitions in IFS for any contractor work and liaise with procurement.
• Ensure through periodic sampling, that all documentation associated to reactive and planned preventative maintenance are filed appropriately into the system.
• Drive HSE compliance when managing third-party services providers coming onsite (Duty of Care and RAMS) and their post work maintenance records.
• Oversee the process for ensuring timely and accurate monthly KPI reporting.
• Act as a deputy when the Facilities Supervisor is off site.

Quakifications/skills Required

• Several years experience in a similar role/environment
• Strong MS Office & Sharepoint skills
• IOSH Managing Safely Qualification

Behavioural Competencies

• Ability to work calmly under pressure
• Taking an active role in self development and taking advantage of opportunites to learn new skills
• Ability to prioritise and carry out tasks according to level of risk, importance and urgency
• Excellent communication skills and ability to work with people at all levels across the organisation
• Understanding and complying with relevant processes and operating procedures

What we offer

• My Wealth and Protection – Critical Illness Cover, Income Protection, Life Assurance, Will Writing, Workplace ISA, Group Personal Pension Plan - employer contributions up to 10%.
• My Health and Wellbeing - Private Medical Insurance, Employee Assistance Programme, Dental Insurance, Health Assessments & Personal Accident Insurance.
• My Lifestyle - Electric Vehicle Scheme, Cyle2Work, Employee Tech Scheme, Give as You Earn, GymFlex, Holiday Trading, Personal Travel Insurance, Perks at Work.
• My Workplace - Subsidised Cafe, Branded workwear, Hybrid Working, Flexible Working Arrangements, Enhanced Maternity and Parental leave, Talent/Management and Leadership programmes, Various inhouse training opportunities for your personal development.  
• My Giving - Volunteering opportunities