Facilities Coordinator

Basic Overview
Job Type: Full Time / Permanent
Minimum Salary:
Maximum Salary:
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.

Person Specification:

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