Facilities Admin

We are seeking a highly organised and proactive Facilities Coordinator to oversee the effective operation of the site's CAFM system and support the Facilities Management team. The ideal candidate will be a confident communicator with strong planning skills, able to manage both planned and reactive workflows in a fast paced environment.

Helpdesk

• Respond promptly and professionally to incoming calls and emails from the business.
• Log, prioritise, and assign reactive tasks, ensuring the correct engineer or supplier is allocated.
• Maintain clear communication with end users throughout the lifecycle of reactive jobs, keeping them informed of progress and expected completion times.

• Plan and schedule PPM tasks for the engineering team and external partners, ensuring resources are effectively coordinated.
• Work closely with the Lead Engineer and RFM Manager on a daily/weekly basis to ensure service levels, performance, and operational standards are consistently met.

• Liaise with subcontractors as required, reviewing performance and providing feedback through the appropriate internal systems.
• Obtain supplier quotations and upload them onto the internal system for client approval, ensuring accuracy and commercial awareness.

• Build and maintain strong working relationships with internal stakeholders, engineering teams, subcontractors, and the client.
• Ensure all communications are clear, timely, and aligned with company standards.

• Experience using a CAFM system (e.g., Concept, Maximo, Planon, CAFM Explorer, etc.)
• Strong organisational and scheduling skills.
• Excellent verbal and written communication abilities.
• Customer-focused, with the ability to manage expectations professionally.
• Ability to work under pressure and prioritise workload effectively.
• Previous experience in Facilities Management or a similar support role is desirable.
• Proficient in Microsoft Office tools (Outlook, Excel, Word).

• Proactive and solution oriented
• Strong attention to detail
• Able to build rapport at all levels
• Confident in multitasking and meeting deadlines
• Team focused with a collaborative approach