Works Coordinator

Overview

Care. Initiative. Pride. We see more than just high standards.

Small Works Coordinator

Location: Kenton College, Drayton Road, Newcastle-upon-Tyne, NE3 3RU

Working hours: 38.75 hours per week, flexibility required, typical hours 8am to 4:15pm

Contract: Permanent

Robertson Facilities Management (RFM) provides hard and soft FM services, grounds maintenance and energy services for single and multi-site locations throughout the UK. We work across sectors including education, healthcare, emergency services and commercial, assuring our customers of high-quality, best value and a sustainable approach.

RFM has grown significantly since its inception in 1999, with a turnover of £181m for FY2025 and employs more than 1500 people. We are now on a growth trajectory, with ambitious plans to grow the business to £300m turnover by 2030. Our plans for growth require RFM to ‘make the market’, and to be at the forefront of high value opportunities in the FM marketplace

What you’ll do:

The Small Works Coordinator provides administration and project support to the Client Contract, managing the Authority Notice of Change (ANC) and Lifecycle procurement and works to ensure all open requests are managed in line with any contractual obligations.

The role holder provides a timely and effective service as a critical part of the Contract Management team.

• Review submitted works relating to ANC or lifecycle works and assist with the procurement and delivery of the works.
• File Management both electronic and hard copy. This will include the maintenance of the ANC and lifecycle trackers, collation of all information relating to quoted ANC and Lifecycle works and management of all job specific paperwork from sub-contractors.
• To chase/escalate to management team, any open requests that require attention. This will require understanding the contractual obligations for ANC and Lifecycle processing and managing the ANC and Lifecycle requests through the key contractual milestones.
• To contact Sub-Contractors and Supply Chains as required for progress updates.
• Documents relating to Lifecycle and ANC are uploaded onto Robert zone SharePoint and all trackers to be updated.
• Collate and review invoices received from sub-contractors to ensure they are in line with agreed commercial terms and the values. Ensure finance information is loaded on to relevant system and uploaded to the client portal.
• To support on finance activities including ordering of works and processing of invoices. Working with the management team to ensure rechargeable work is understood, captured, properly recorded, managed in line with contract protocol, and recognised for recharging purposes.
• To support the management team with the production of month end reporting for client issue.
• To operate always with safe working practices with due regard to Health and Safety regulations, CDM, COSHH, waste disposal, etc in accordance with legislative requirements, policies, and procedures of RFM.
• To support the North East region contracts, where applicable in a similar capacity.
• To carry out any other duties assigned by the Management Team in connection with RFM’s operational and administrative requirements.

What you’ll need:

• Previous experience or a good understanding of the Construction sector.
• Previous work experience with appropriate level of qualification.
• An understanding of Facilities Management.
• A desire to work towards higher Construction/ FM qualifications.
• Have excellent communication skills and experience in customer care.
• Have a flexible approach to work, able to adapt to peaks and troughs in demand and be well-organised.
• Good level of computer literacy. Able to operate IT systems.

The successful candidate will require an Enhanced DBS with Child Barred List…