Job Type: Full Time / Permanent
Job Location: London
Global Workplace Solutions is a division of CBRE providing integrated solutions across large multi-discipline property portfolios. We are an organisation that has people at the heart of its culture and our aim for this account is to deliver an exceptional service to our client.
The role: Facilities Coordinator
The purpose of the Facilities Coordinator role is to provide administrative support for the Facilities Management team and support teams. This position is responsible for performing various administrative tasks including, but not limited to answering emails, obtaining quotes, and raising purchase orders, ordering supplies, reviewing invoice pools and outstanding purchase orders, recording hazards, logging and reviewing maintenance and cleaning tickets, booking meeting rooms, supporting Host and Events coordinators as required, supporting holiday requests and timesheets. You may provide general administrative support to wider Workplace teams and projects as required. It's about detail, best practice, achieving results within quality and time constraints
Key responsibilities are as follows:
To plan and prioritise own work allocation according to the needs of the site as determined by the Workplace Facilities Manager and Workplace Director.
Updating Health & Safety database system (Hazard Reporting) and ensure QHSE documentation, including logbook compliance is maintained and readily available using company systems
Ensure the site always remains compliant with current Health & Safety legislation.
Liaise closely with the site team and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets and holiday records
To enable full auditable trails with for example but not limited to Invoices, timesheets, expenses, material orders and goods received notes
Create webquote orders ensuring full procurement process and better buying is adhered to
Raise and assign work orders to relevant resources
To liaise with the helpdesk administrators and ensure an awareness of systems to provide cover when required
Effective communication with all levels of internal teams and external customers
Adherence to SOX accounting requirements and to assist in the production of supporting financial information
Support in the management of all sub-contracted services and ensure all services provided are resourced and maintained to a high standard and within the client's guidelines.
Support the Management in monitoring services and suppliers and ensure that the required standards are maintained ensuring SLA's & KPI's are achieved.
Drive Colleague engagement by supporting building communications, campaigns, representing the Workplace team on social media channels such as Workplace and Yammer
Ensure all building communication is up to date and in line with company expectations and have relevant and current information displayed. Including, but not limited to, building notice boards, signage, etc.
Research, plan, and deliver on tasks to enhance the overall Client experience for the clients Community
Stationery ordering, stocking up as required
Act as a cover for Facilities team in case of sickness or holidays
Participate in daily meetings with the wider team and management to support continuous improvement and innovation
Promote and maintain the core Values of CBRE.
Previous administration and customer experience roles, ideally within Facilities Management
Organised, able to prioritise and deliver within high pressure, business critical environments
Excellent communication skills with a high level of attention to detail
Ability to seek out opportunities for continuous improvement and portray vision, values, and passion
Ability to define problems, collect data, establish facts, and draw valid conclusions
Exceptional written and verbal communication skills, including accurate grammar and business correspondence knowledge. Strong numeracy skills
Ability to successfully multitask and able to adjust tasks in accordance with changing deadlines and priorities in a high-pressured environment
Organised, independent and self-motivated, enthusiastic, dependable, detail-oriented, flexible in scheduling and prioritisation
Exceptional interpersonal skills to maintain positive internal and external relationships
Flexible approach to work, calm manner and able to work under pressure
Reliable, able to complete work within required time frame and manage own deadline requirements
Understands and appreciates the importance of always using discretion
Team player who works effectively with colleagues and clients
Does not let issues go; follows up through to resolution
Excellent motivational and influencing skills, with high levels or personal integrity.
High degree and knowledge reference of Health and Safety legislation.
Pro-active and enjoys working autonomously and as part of a wider team
Highly efficient in the use of Microsoft Outlook, Excel, and Word