Facilities Coordinator

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management, we are recruiting a Facilities Coordinator to join our team and deliver the IFM services located on the SS&C client account.

Based in Surbiton and working as part of the Facilities team, this role requires flexibility, hands on approach and a highly organised individual with an interest in pursuing a career in Facilities Management. The role supports both the onsite SS&C employee and as the central liaison point for the building which includes retail and Office tenants.

This is a busy role covering the entire location, which requires excellent customer service skills along with a motivated, committed, proactive and adaptable approach.

Essential Duties:

CBRE and client liaison for day-to-day operations and actng as tenant on client behalf
Ownership of office floors and the surrounding areas to ensure the best workplace experience is met each day
Ensuring that all day to day services provided (directly or indirectly provided) are delivered to exceed the agreed service standards in an efficient, professional and customer focused way; and that operational delivery of all services are compliant with the service schedules
Support the Contract Manager in all aspects of the services being delivered and to assist in identifying any additional services and Extra Works to provide to the client
Managing, planning and supervising work; identifying hazards and obtaining safety information, applying appropriate risk control systems, workplace precautions and quality control procedures

Site Specific Duties:

·       Responsible for the day to day running of the SS&C office which includes all office functions.

·       Co-ordination of access cards for new starters, leavers, and visitors. Enabling and disabling cards as needed.

·       Maintain and update starters and leavers log, liaising and coordinating with HR and Managers. Providing welcome pack.

·       Managing the upkeep of the central stationery store efficiently keeping a steady supply of materials

·       Working with the SS&C facilities team to advise when Ordering ad hoc supplies & purchases.

·       Arrange for Deliveries to be stored in relevant places.

·       Main point of contact for Health and Safety within the office.

·       Work with team to maintain Compliance with ISO 14001 & ISO45001

·       Logging and maintaining accurate records of monthly and quarterly checks.

·       Assist with DSE checks for employees as and when required.

·       Responsible for the fire coordination of the building including 6 monthly evacuations

·       Daily point of contact and Tenant liaison on behalf of SS&C

·       Deliver services to the building as per the Annual Service charges, ensuring that issues are picked up during normal monitoring of the building from audits

·       Arrange call out and supervision of sub contractors and PPM planning for ALL the remote sites

·       Provide accurate meter readings to enable billing for all tenants on a monthly basis

·       Monitor the BMS system and provide changes as required by the tenants, optimising efficiency where possible

·       Work with security team to managing parking requirements for employees and external guests if required

·       Working with SS&C IT team in organising set up for new starters including day one H&S inductions

·       Provide First Aid cover for the site

·       Collaborate with Maintenance, Cleaning, Helpdesk teams to ensure that issues are proactively reported and addressed in line with procedures

·       Continuously improving the service provision and consistently looking for new ideas and services to improve and expand the partnership with SS&C

·       Responsibility for the financial performance of the contract ensuring the Account Director is aware of contractual spends and areas of efficiency. Support in developing budgets and ensuring profitability on the P&L. Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met

·       Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met

Administration Responsibilities:

·       Carry out daily floor checks to ensure all areas are ready for the day

·       Ensure all Statutory, legal and best practice are in place across all service lines

·       Keeping E-log books above 95%

·       Report health and safety observations

Take full ownership of updating action trackers
Attend meetings where needed
Promote and contribute towards Client Monthly and Quarterly reports and Business updates
Arranging, attending and minuting all monthly subcontractor meetings
Obtaining supplier quotes and uploading onto the internal system for client approval
Administration of access control software and BMS system changes
 

Communication Skills:

·       Responsible for communication across the teams and with the client

Ability to respond to common inquiries or complaints from clients, co-workers, and/or manager

Ability to effectively present information to an internal department and/or large groups of employees

Person Specification:

Competence to deliver, have a thorough understanding of all aspects of building services and the procedures and processes that govern them
Self-motivated and ambitious with the ability to work both as part of a team and unsupervised
Understanding customer needs, ensuring we are constantly in touch with what our customer wants and delivery this in a timely manor
Results/task orientated, with attention to detail and accuracy
Excellent time management and organisational skills
Commitment to continuous improvement
Calm manner, able to work under pressure and with changing demands and priorities