Facilities Coordinator

Job Introduction

The post holder will be responsible for (but not limited to) assisting in the receiving, assigning, daily supervision, successful completion and worksheet sign- off in line with the payment mechanism of all planned and reactive maintenance tasks. 

Main Responsibilities

• Planning, scheduling and administration of task allocation to close
• Extracting accurate information from nominated callers and hard copy documentation
• Flexibility to change priorities whilst carrying out duties
• Barrack damage claims preparation
• Liaise with Service Delivery Team to ensure accurate processing of quotations, purchase orders, completions, invoices and remedial works
• Self-motivated. Able to prioritise demands under pressure
• Recording of events and service failures, chasing and completion of calls, production of Work Request Failures, liaising with NP’s and Contractors including the maintenance of records of live and paid works all in accordance with Schedule 5 (Payment Mechanism) and Quality Assurance Processes
• CAFM system administration
• Monitoring of all reactive maintenance tasks.  Amendments and log notes made as appropriate.
• Work order assignment to the Engineers within the team and ensure timely and compliant completion.
• Support the procurement of materials via SAP as appropriate in accordance with Tech Officers.
• Ensure all self- delivered PPMs, job plans and sequencing of works are correctly entered into and scheduled in the CAFM system
• Monitor all tasks and provide timely escalation updates and appropriate job files for tasks which are likely to exceed the reactive maintenance cap to Helpdesk Co-ordinator, who will in turn escalate through the structural hierarchy
• Provide supporting evidence in support of any Barrack Damage claims e.g. Engineers photos
• To carry out any reasonable requests made by the Helpdesk Co-ordinator and management teams
• Assist in dealing with relevant invoice queries and ensure data available for finance in a timely manner
• Co-ordinate PM remedials, identify request quotes and arrange for external contractors to carry out works
• Provide business wide administration support including but not limited to; minute taking, filing, postal administration, reporting, procurement of stationery/PPE.
• Raising Purchase Orders for materials and sub-contractors.
• Ensuring tasks are completed to required SLA/KPI’s.
• To follow Sodexo processes and procedures and adhere to the policies in place
• To maintain excellent client/customer relationships both internally and externally
• To attend team briefs, huddles and meetings as required
• To attend your performance development review to discuss job standards and agree development activities
• To maintain a clean and tidy work area at all times
• To ensure effective communication with line manager, team, customer and client organisation
• To maintain all areas of responsibility to the set service standards and in line with applicable service offer
• Such other reasonable tasks as may be defined from time to time

The Ideal Candidate

• Experience of operating within a diverse defence engineering and FM environment.
• Must work well within a team and be able to make decisions based upon own knowledge and initiative.
• Must have strong IT skills, be proficient in Microsoft Office and familiar with Data Base type software
• Excellent organisation skills
• Proven experience in an Engineering Administration role with a proven track record in Facilities Management.
• Good basic education, with GCSE passes in Maths and English.
• Smart appearance.
• Be flexible to work outside core hours when required.

About The Company

In the UK and Ireland, Sodexo employs around 30,000 people, and partners with clients in many sectors across business and industry; schools and universities; sports and leisure; energy and resources; government and agencies; healthcare; justice and defence.

Sodexo’s connected; people-centric approach brings together a diverse range of expertise. The breadth of services it offers ranges from food and hospitality; cleaning; reception; concierge (Circles); security; property management and technical services through to data driven workplace strategy and design (Wx); employee engagement and recognition services (Sodexo Engage) and personal home services through Prestige Nursing + Care and the Good Care Group.

Vital Spaces is Sodexo’s value proposition that puts people at the heart of everything we do, bringing together services and solutions and focusing on the productivity and wellbeing of people wherever they are.

Sodexo is committed to being an inclusive employer; we welcome and encourage applications from people with a diverse variety of experiences, backgrounds and identities.

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process