Facilities co-ordinator

Salary not available. View on company website.

Bellrock Property & Facilities Management, City of Westminster

Full time
Permanent
Onsite working

Posted 6 days ago, 6 Nov | Get your application in now to be included in the first week's applications.

Closing date: Closing date not specified

job Ref: 84dc92ad9c0140dbbf4d226707038eda

Bellrock Property & Facilities Management

Full Job Description

To ensure all management team diaries are accurate and up to date.
To arrange meetings as required by management team, including preparation and circulation of agendas, minutes and attending to practical meeting arrangements such as order catering and booking AV.
To ensure that all Minutes are accurate and issued to relevant members of management team within 3 working days of taking the Minutes.
Provide copies of Minutes to managers for all meetings (where minutes are available) and ensure that the managers are aware of any outstanding actions from the Minutes 2 days before the meeting.
To develop and maintain the filing system and ensure filing is done within 3 working days of receiving.
To maintain account management system and ensure updates are filed within 3 working days of receiving new information.
To provide support to the FM Help Desk if required.
Monitoring to be carried out daily, weekly and monthly as stipulated in the agreed monitoring methodologies for catering, helpdesk, key management, cleaning, security and catering.
Carry out health, safety and environmental audits, COSHH assessments, risk assessments, and ingress & egress assessments as agreed with Soft Services Manager.
Accurate records to be produced and a monthly summary to be submitted to Soft Service Manager 5 working days after the end of each calendar month.
Issues arising from the monitoring to be logged and reported to the Soft Service Manager on daily basis. Verification of close out reported to line manager on a daily basis.
Ensure that minor subcontractors are complying with the contract requirements.
To hold regular contract meetings with minor sub-contractors, in order to address contract issues and confirm compliance.
Manage day-to-day issue's relating to these services.
To ensure that Event requirements are agreed with the host
To ensure that the host fully understands their responsibilities relevant to the event
To book requested rooms / spaces and ensure, for external events, that approval is obtained from EP1 / EP2.
To liaise with organisers via phone and email and inform service providers of additional requests / amendments
Ensure clients sign off quotations and Terms and Conditions for all services to be delivered at an event, in advance of the event
To co- ordinate all services required and fully brief service provider
Prior to an event inspect the service to ensure all providers have delivered as instructed
To collate costs and prepare a monthly spreadsheet for invoicing
To notify Estates of any room hire in order for them to invoice directly
To ensure that the event is successfully managed from planning to ensuring the event area is available for use as soon as possible and before the area is required again
Report all planned events to the Helpdesk Manager on a weekly basis for inclusion in the site diary.
To regularly monitor the booking system to ensure that staff who self book large events are aware of facilities available
Discuss any complex Events with the Soft Services Manager.
Ensure variations relating to Events Management are raised correctly, signed by all relevant parties and invoiced accordingly
Issue correct instructions regarding Purchase Orders and Invoices to Finance Administrator
Ensure that opportunities for additional income are identified and discussed with Soft Services Manager.
Carry out Senior Fire Marshall duties 3 days a week in conjunction with the Commercial Co-ordinator.
Ensure emergency response plan, business continuity plan and quality plan are checked on a monthly basis to ensure all names and contact details within the document are up to date.
Attend additional meetings as requested
Complete environmental graphs on a monthly basis and submit within 5 working days after the end of each calendar month.
Work interchangeable with the Commercial Co-ordinator and cover absence
Support the Helpdesk Manager in producing the monthly reports for EP1 and EP2 in a timely manner.
Order Stationery as required
To comply with all company policies and procedures.
Reporting all accidents and incidents to the Management Team.
Compile and complete audits in line with agreed schedule. Ensuring all non-conformances are raised to the Management Team
To work in a flexible manner and be willing to undertake other duties as reasonably requested.
To provide excellent customer care in dealing with the client and building occupants.
To assist and support management team in maintaining partnerships and close working relationships with Exchequer Partnership, Equans and GPA and any other external companies.
To work collaboratively with team members and head office staff to meet divisional and team objectives.

Commercial awareness, customer service, time management, teamwork and problem solving, Professional, confident, excellent presentation skills, diplomatic and accountable.

At Bellrock, we harness technology to give our customers an experience that not only leaves them with advanced building systems.

Facilities co-ordinator

Full Job Description

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