Facilities Operations Support Coordinator

Location:
Belfast, Northern Ireland, BT39HB

Position Type:
Full-time, Permanent 40 hours per week, Monday - Friday, 09:00 - 17:00

Salary: £32,000 - £34,000 (per annum)

If you require any additional support or adjustments during the recruitment process, please don't hesitate to contact our Recruitment Department at. We're here to help!

Job Overview:

The Facilities Operations Support Coordinator is responsible for providing effective administrative, operational, workforce, procurement and customer support across the facilities management business.

The main focus of the role will be supporting Soft Services Managers and Operations Managers with day-to-day operational coordination, including Timegate administration, raising purchase orders, ordering uniforms, ordering cleaning materials, maintaining stock levels, supporting contract mobilisation and demobilisation, payroll support, employee records, compliance documentation and general operational administration.

The role will also provide support to the hard services function and Mobile Maintenance Team where required, including Corrigo administration, work order coordination, scheduling support and related documentation. This element is expected to account for up to 30% of the role.

The postholder will play a key role in ensuring operational teams are properly supported, records are accurate, materials and uniforms are available, compliance documentation is maintained, and service delivery is coordinated efficiently across all relevant contracts.

• Provide day-to-day administrative and operational support to Soft Services Managers, Operations Managers, supervisors and site teams.
• Support the smooth running of cleaning and soft services contracts through effective administration, communication and coordination.
• Assist with contract mobilisation and demobilisation activity, including administration, employee documentation, ordering requirements, system updates and operational readiness.
• Maintain accurate contract, customer, employee and operational records.
• Support service changes, contract variations and operational transitions as required.
• Produce reports, spreadsheets and management information to support operational reviews and contract performance.
• Support managers with meeting coordination, preparation of documentation and accurate record keeping.

• Raise purchase orders for cleaning materials, uniforms, consumables, subcontractor works and other operational requirements in line with company procedures.
• Track purchase orders, deliveries and supplier updates to ensure goods and services are received on time.
• Support invoice queries and ensure purchase order and invoicing documentation is accurate.
• Liaise with suppliers, subcontractors, managers and internal teams regarding orders, deliveries, pricing and required documentation.
• Maintain clear and accurate records of procurement activity.

• Order cleaning materials, consumables and operational supplies to support contract requirements.
• Monitor and maintain stock levels across contracts, ensuring minimum stock levels are in place where required.
• Support managers and site teams with stock queries, shortages and replenishment requirements.
• Order and maintain uniform stock for employees and operational teams.
• Track uniform requests, issues and deliveries to ensure employees have the correct uniform and PPE where applicable.
• Work with managers to ensure stock control processes are efficient, cost-effective and aligned to operational needs.

• Maintain employee records and personnel documentation where required.
• Support recruitment…