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Facilities Coordinator - 9 Month Fixed Term Contract job in London

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Job Ref:  SS17974
Employer:  Interserve
Job Type:  Permanent
Country:  United Kingdom
County/State:  London
City:  London
Post Code:  WC1A
11/10/2016 00:07
Hourly Rate Bands N/A Salaried/Hourly-Paid Salaried

Position Overview
Reporting to the White Building Lead Site Controller, the role holder will be the key site representative for total facilities management operations at the respective client office facility.

The Facilities Coordinator will generally matrix manage a small team of FM staff, including engineers, handymen, cleaners front of house / reception team and security staff,

The role holder may also provide line management responsibility where applicable.

Key Role Requirements
  • To act as the site manager for a single office facility
  • Health & Safety: Responsible for delivering safe working operations with the corporate program to ensure full coverage and compliance
  • Responsible for statutory compliance delivery for the site and the completion, recording, filing, and reporting of this data to the corporate compliance management system
  • Responsible for the on-going day to day operations of the office facility ensuring all key services (hard & Soft FM) and systems are 100% available 24/7, 365 days / year
  • Controls and provides site security access and all installation operations through change control within the office environment including access pass control
  • Maintenance Management: Controls and schedules planned and reactive maintenance works
  • Ensures the Maintenance Management database is kept upto date on a weekly basis. Plans maintenance delivery and manages the delivery of specialist and internal maintenance operations
  • Also responsible for ensuring all maintenance and compliance paperwork is received and correctly filed.
  • Manage and place regular and ad hoc site catering / stationary orders
  • Responsible for First Aider recruitment and ensuring site stocks are managed & replenished
  • Plans and manages building occupancy, including moves planning, allocation and move delivery
  • Provides staff / visitor building and safety inductions as required
Essential duties and responsibilities include the following:
  • Working with the contract maintenance planner, resident and mobile engineers, monitors, and controls preventive, predictive, and corrective maintenance on both critical equipment and non critical equipment
  • As and where required, performs liaison and coordination with the facility landlord where engineering systems and assets are shared within the facility, arranging maintenance and defect works, communicating these activities to the site based client staff
  • Ensures all work is performed in strict accordance with the client and company procedures, standard operating procedures, and maintenance work instructions
  • Operates and monitors critical and non-critical system equipment and components. Oversees planned work activities (including 3rd party contractors) for the safe and compliant operation, maintenance (corrective and preventive), and modification of critical equipment
  • Disables and enables fire alarm control panels and systems
  • Receive and execute work orders for preventative and corrective maintenance on critical systems and building physical structure
  • Consult with Principle Engineer, or CSA to order necessary materials to complete all maintenance and perform necessary work
  • Create and complete work orders by completing necessary documentation in the computerised maintenance management system
  • Respond immediately to emergency situations (fire, evacuation, equipment failure, etc.) and customer concerns
  • As qualified, perform Building Management System operations
  • Helps monitor and deliver associated energy reduction initiatives and programs
  • Comply with departmental policy for the safe storage, usage, and disposal of hazardous materials
  • Maintain a clean and safe workplace
  • Limited travel maybe required in this position
  • Performs additional job duties as requested
Supervisory Requirements:
  • Manages and controls quality and service operational delivery of site based hard and soft service activities
  • Acts as the key site contact point for the client, contractor and Interserve staff and the landlord

What we are looking for
  • Engineering systems understanding or hard services experience is desired
  • Manages both hard and soft services suppliers as and when necessary
  • Experience and a good understanding of maintaining Statutory Compliance for an office building and it's integral systems
  • Proven experience of controlling multiple FM services at a key office site, multi-service team, involving hard and soft services and including management of subcontract providers within the service delivery within a major UK FM provider
  • Evidence of financial understanding with respect to service delivery
  • Experience of front of house operations including the operation of a national switchboard system would be highly advantageous
  • Proven ability to motivate and lead a multi-skilled team in the support of Facilities staff
  • Experience of project management dealing with sub-contractors would be advantageous
  • The ability to introduce change through a structured approach
  • Knowledge of Health & Safety regulations and ability to act calmly and give clear instructions in an emergency
  • Track record of overseeing and solving complex premises issues, in a professional and timely manner
  • Proven communication and influencing skills with the ability to gain acceptance at all levels of management and external suppliers
  • Ability to use initiative, judgement and take decisions
  • IOSH (desirable)
  • Team management skills including communication, prioritisation, planning likely to have been obtained over several years
  • Strong communication skills at all levels
  • Ability to work and deliver under pressure within a corporate environment
  • Excellent leader and team player, with a positive disposition - self-motivated and ability to motivate others
  • High level of tact and diplomacy, showing respect at all times
  • Good interpersonal skills
  • Excellent time management and organisational skills
  • Capable of making decisions and solving problems under pressure

Additional information
  • 9 month fixed term contract
  • Full time
  • 40 hours per week
  • 25 days annual leave
  • The role holder is expected to provide cover for all service lines as and when required
  • Number of direct reports if applicable 1 sub contractors
  • Closing date: 24th October 2016

About the company
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 £3.1 billion and a workforce of over 75,000 people worldwide. We are committed to equal opportunities for all.
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