Facilities Coordinator

Facilities Administrator

Hours:

Monday to Friday

Salary: £29,000

Location:

Notting Hill, London

Dynamite recruitment is working in partnership with a well-established organisation who are UK based. Due to a busy period out client is looking to recruit a Facilities Administrator/Helpdesk to start as soon as possible.

As a Building and Facilities Coordinator, you will be responsible for:

• Supporting with building inspections (weekly and monthly). Ensuring that there is a safe and compliant workplace, including building fabric, equipment and proactively monitoring the condition of workplaces.
• Maintain workplace solutions stock levels.
• Take ownership of actions from building inspections or service requests and create action plans, including full resolution, or escalation.
• Ensure the safety and wellbeing of people working within our workplaces, working with other central services colleagues to deliver this.
• Enable the regular occurrence of annual audits (i.e. Fire Risk Assessments, H&S audits), by providing access to sites and relevant documentation.
• Implementing any recommendations, commissioning necessary works and reporting regularly on progress.
• Troubleshoot, triage and resolve calls, queries and requests via the Workplace Solutions Helpdesk, complying with SLAs. Escalate to third parties as appropriate.
• Contribute to any incident response, supporting with Business Continuity activity, working to minimise any impact on our customers.
• Responsible for the security of the buildings (opening and closing)
• Support procurement processes, including preparation of specification and tender documents where required.
• Be responsible for specific facilities services contract management, acting as a primary point of contact, understanding contract requirements, holding regular contract review meetings, escalating issues by exception.
• Day to day contractor management of all suppliers working onsite (including internal cleaners and Homecare colleagues) ensuring all necessary H&S and procurement requirements are undertaken.
• Carry out purchasing and invoicing processes in a timely and accurate manner. Understand and comply with Financial and Procurement regulations.

• Good coordination experience
• Strong communications skills and experience
• Good administration skills and experience
• Self-motivated and enthusiastic with a solution focussed, positive ‘can do, will do’ attitude, putting the customer at the heart of every interaction.
• Proactive nature and the ability to act upon own initiative and effectively manage the workload with the ability to prioritise and work under pressure and to tight deadlines.
• Will have a keen eye for detail.
• Effective interpersonal skills: flexible and committed, enthusiastic, takes ownership, promotes sharing of ideas and supports team members with their duties as required.
• Good experience of Microsoft Office packages including Outlook, Word & Excel
• Full driving licence and/or the ability to travel in a timely and efficient manner to visit tenants, sites and attend meetings, frequently located in areas not covered by public transport.
• IOSH would be desirable but isn’t essential.
• MUST BE ABLE TO DRIVE