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Facility Management Coordinator - Berlin job in Berlin

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Job Ref:  SS16956
Employer:  Interserve
Job Type:  Permanent
County/State:  -
City:  Berlin
15/10/2016 00:06
Hourly Rate Bands N/A Salaried/Hourly-Paid Salaried

Main purpose of the Job:
A Facilities Coordinator will be responsible for the delivery of FM services in one site (hard & soft services) and manage small delivery teams (less than 5 direct reports) and supply chain dedicated to the site; which includes planned operations, reactive works and established and ad-hoc services. You are a key member of the Interserve delivery team and your primary role will include customer service, liaison management of both client and internal members of staff. Establishing and maintaining operational standards on site and be expected to uphold and to deliver Interserve's standards and values whilst ensuring the office environment remains a hazard free and safe place to work. Forming part of the Interserve team you will become part of the overall delivery model for Interserve, your role may include taking responsibility of service delivery against specified SLA's as and when work requests are made through our CAFM system.

Key Responsibilities :
  • To be professional at all times when dealing with clients and customers, proactively representing Interserve on site, promoting excellent customer service.
  • Able to handle and manage queries and messages from client, in a timely, efficient, friendly and helpful manner.
  • To be aware of the business continuity plan for the part of the business you work in.
  • Back up support in case of emergency/leave for other members of the team where required
  • Manage requests through Interserve's CAFM software system (Maximo).
  • Manage requests through Interserve's Vendor Management Accreditation system (VAMS).
  • Continuously pursue high standards, embrace change, recognise improvement opportunities and learn from experience.
  • As a team player you may be asked to take on additional duties to cover leave and absence.
  • You will be responsible for your own safety and the overall safety of the environment you work in.
  • Ensure all members of the team have an effective personal development plan (PADP) and that it is regularly reviewed.
  • Manage all absences effectively and in line with company systems (E-days) and procedures (Employee Handbook) and ensure optimum attendance within the team.
  • Review individual and team performance regularly identifying and addressing areas of improvement to achieve set objectives and targets.
  • Efficient clerical and administrative support as required including but not limited to:
    • Office stationery supplies
    • Purchase Orders
    • Invoicing
    • Meet, greet and escort visitors, coordinating meeting room and other requirements
    • IT equipment
    • Central contact for site, fielding and redirecting calls where required
    • Ensure all associated paperwork is completed and maintained in an orderly and timely manner
    • Maximo support
    • Support in KPI reporting
    • Minutes of meetings
    • Any other requirements of Line Manager.

What we are looking for

Technical Competencies:

The ideal candidate will exhibit the following essential technical competencies for the role:
  • Experience in a similar role
  • Experience of budget management and commercial awareness
  • Experience on people management.
  • Experience on subcontracted services management.
  • IT literate in MS Office and systems management software
  • Previous responsibility to include managing policies and systems such as H&S, QA and environmental, while complying with current and appropriate legislation and standards.
  • Able to co-ordinate and manage planned and reactive services end-to-end.
  • Collation of service data, detailed reporting and performance analysis
  • Experience in the management of FM services, in line with SLA and KPI as outlined in the contract.
The following technical competencies are desirable for the successful Facilities Coordinator:
  • Detailed understanding of asset management information system
  • Valid formal Health & Safety qualification e.g. IOSH

Behavioral Competencies:
  • Remains calm under pressure, commands respect, has the confidence of their colleagues and can communicate effectively at all levels.
  • Confident in making decisions and implementing to achieve desired outcome.
  • Achieving objectives by motivating and managing others.
  • Should be able to view short-term targets in the light of longer-term objectives, work within agreed systems and procedures, and maintain accurate records.
  • Continuously pursue high standards, embrace change, recognise improvement opportunities and learn from experience.
  • Use consultation and negotiation to reach agreement in line with commercial considerations and or requirements.
  • Critically examine numerical, financial and written data, and track delivery against specifications and budgets.

Personnel Specification:
  • Continuously pursue high standards, embrace change, recognise improvement opportunities, and learn from experience
  • Values the opinions and feedback of others and encourages diverse points of view.
  • Acts as a role model for Interserve company Values.
  • Maintains a high level of confidentiality.
  • Attends work in a professional, smart and hygienic state.
  • Be prepared to attend all relevant training sessions and meetings.
  • Excellent interpersonal and communication skills. Communicates effectively with all stakeholders
  • Is able to prioritise work, works to tight deadlines, plans, organizes and monitors several activities at the same time.
  • Reliability, dependability, honesty and integrity are essential qualities for this position.
  • A flexible approach to working hours is essential due to the operational needs.
  • Ensuring files and all other relevant documents are maintained correctly in line with company policies and procedures.
  • Capable of working under pressure with minimum supervision.
  • Proactive approach in all areas and demands standards of excellence.
  • Understanding of "Customer Service is an attitude, not a department".
  • Good understanding of facility related matters is required.
  • Development of positive working relationships with client members, contractors and supply chain.
  • Understands under-stated customer needs and responds appropriately.
  • Maintains composure and behavioural standards in difficult and stressful situations even when confronted by negativity

Additional Information

Primary location: Berlin, Germany
Contract terms: Permanent, Full Time
Hours per week: 40
Reports to: Facilities Manager
Work Hours: 9.00-17.30

Working at Interserve
Interserve's vision is to redefine the future for people and places. We are one of the world's foremost support services and construction companies, operating in the public and private sectors in the UK and internationally. We offer advice, design, construction, equipment, facilities management and front-line public services. Interserve is based in the UK and is listed in the FTSE 250 index. We have gross revenue of £3.3 billion and a workforce of 80,000 people worldwide. We are committed to equal opportunities for all.
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