Job Title
Facilities CoordinatorJob Description Summary
The purpose of this role is to manage a portfolio of client facilities, consult with client stakeholders on items for resolution and prompt action of those items using an established contractor network.Job Description
Key Responsibilities:
Reporting to the Account Manager or Facilities Manager, the Facilities Coordinator is responsible for an assigned portfolio of client properties
Support and assist the Facilities Manager as required to complete all duties
The properties under management can range up to 250 sites depending on type and size
Comprehensive annual property inspections including NABERs Assessments
Initial and critical point of contact for all reactive maintenance works, 24/7.
Manage and communicate critical incidents and recovery plans to stakeholders.
Maintain a high quality facility through diligent reviews of all maintenance activities including audits and attending vendor performance meetings for both reactive and programmed works if required.
Attend regular team, partner and stakeholder meetings with ‘Service Excellence’ always in mind.
Interface between the Landlord with the client business operationally, including attending LL meetings and reporting as required
Monitor and assess completed sub-contractor works to ensure they are delivered as per the agreed SLA and meet compliance at all times
Establish, maintain and manage the asset lifecycle plan for all plant and equipment as per the Lease Agreement obligations, and ensure the Asset Register remains up to date
Induction of contractors and assurance of all compliance, legislative requirements are met and maintained
Continual focus on innovation, constantly strive to improve what and how we do things
Undertake a ground up budget build-up of the sites on an annual basis, including periodic reforecasts which will include the planning for investment and all maintenance that is required – both reactive and planned
Closely monitor all system transactions and supporting documentation to preserve integrity of data and reports and meet associated KPIs.
Assist with internal and external audits as required, including random spot-checks of transactions and supporting documentation to test data integrity, appropriate authorisation and adherence to all processes and guidelines.
Use technology as a tool to improve performance and process.
Ensure process documentation is kept up-to-date and the database and filing systems are appropriately maintained.
Invoice approvals including reconciliation of reactive maintenance invoices and invoice exceptions if required
Financial Management: Support Facilities Manager for Reactive & Planned maintenance spend/financial administration and reporting/P&L statement reporting.
Relief and support of peers as required.
Represent the business in negotiations, at conferences, conventions and seminars and official occasions, ensuring the presentation of a positive and professional image of the business.
Comply with all work, health, safety and environmental policies and procedures
Operate in a manner that will minimise any adverse environmental impacts associated with their activities.
Prepare and submit detailed and accurate business cases for approval where required
Build & maintain healthy working relationships with a Cushman and Wakefield internal shared services team and the property services centre team which are key for you to successfully deliver facilities management services.
Behave in such a way that encourages and supports a “one team” culture.
Effective management of Work Orders within 30 days
Any other duties as reasonably required to complete role
Career aspirations within Facilities Management
Experience & knowledge across a broad range of property activities essential.
Strong client focus and customer service mindset essential.
Demonstrated ability to act upon client instructions and achieve results
Able to work independently and as part of both a local and international team.
Proven ability to consistently meet or exceed KPI targets.