Facilities Coordinator

Overall purpose of the role.

• The Workplace Coordinator is responsible for coordinating workplace, facilities, access management and H&S activities. This role supports the management and performance of Workplace through self delivery and efficient management of supply chain partners.


• Co-ordination and management of the Workplace helpdesk.


• Scheduling of reactive and planned maintenance by third parties to deliver an appropriate and safe working environment for colleagues, facilitating achievement of statutory compliance, British Standards and/or ACOP (Approved Codes of Practice).


• Record keeping to evidence statutory compliance / British Standards / ACOP.


• Collation, analysis and presentation of Workplace data.


• Collaborate cross departmentally to resolve Workplace related activities.


Duties relating to helpdesk management and supply chain management partially overlap with the Assistant Facilities Manager role. Duties relating to statutory compliance, British Standard, ACOP are cross departmental. Similarly, access management., Facilities Management (incorporating H&S)

• Schedule, co-ordinate and oversee regular facility inspections, maintenance, and repairs to ensure compliance with health and safety and regulatory standards.


• Collaborate with supply chain - contractors and service providers - to obtain quotes and oversee work performed.


• Management of subcontractor service report sheets including chasing work completed, identifying additional or remedial works in the report, requesting quotes, raising purchase orders, scheduling works, receipt of completed service records and close out of works.


• Manage Workplace helpdesk, including receiving and resolving Workplace related requests and issues.


• First line triage of helpdesk including self delivery of some activities.


• Escort 3P engineers.


• Inspection of completed works to ensure the scope of activities is delivered and to an acceptable standard.


• Submission of Permit to works / any relevant licences to facilitate contractor works.


• Maintain accurate records of facility-related documentation, such as maintenance logs, warranties, and service agreements.


• Utilise departmental and company tools to co-ordinate activities associated to the supply chain (e.g. CAFM)


• Utilise the Building Management System (BMS) to identify potential failings in equipment and /or adjust local temperature management.


• Conduct housekeeping inspections to maintain a safe and clean working environment.


• Document, co-ordinate and oversee close out of remedial activities to achieve a safe and clean working environment.


• Ensure compliance with environmental, health, and safety regulations, and implement sustainable practices where applicable


Workplace

• Manage Workplace activities associated with employee onboarding and offboarding not limited to: locker allocation; desk allocation (as needed; complete office familiarisation tour; represent the department at company wide inductions, issue access cards.


• Co-ordinate any space utilisation requirements including move management processes (furniture changes, desk moves etc).


• Manage the access control database and ensure proper access for employees, contractors and visitors in line with Natixis policies.


• Issue temporary passes (visitors, contractors) in accordance with access rights.


• As appropriate, review physical access privileges in conjunction with other team members and Compliance to ensure appropriate segregation between public and private sides of the bank and other restricted areas.


• Manage CCTV and other security systems with prompt reporting and escalation of issues as required.


• Assist with H&S activities such as co-ordination of First Aiders and Fire Marshals.


• Review Desk Screen Equipment (DSE) self assessments and ensure remedial actions are documented and closed out.


• Ensure documentation to evidence statutory compliance, British Standards and ACOP are categorised and available to support internal and external audit/reviews.


• Contribute to the policy and procedure review process, offering valuable input and feedback.


• Update departmental records/information on central portals e.g. Intranet.


• Update departmental records such as floor plans, asset registers and archiving inventory.


• Carry out renaming of existing files to current naming convention.


• Proactive "visual" maintenance across the floor areas including meeting rooms, coffee points, copy areas.


• Organise logistics around deliveries, outgoing post/couriers and archiving.


• Self delivery of internal post and parcels.


• Manual handling of deliveries.


• Order management and distribution of office supplies (paper/ stationery etc).


• Co-ordinated events set ups and logistics.


Data Analytics

• Collate, input and analyse data including: office attendance; desk booking utilisation; Workplace helpdesk; accident/incident/near miss.


• Collate, input and analyse into tracking tools utility data, waste data (e.g. office waste, WEEE waste, confidential shred waste) identifying trends, opportunities to reduce demand and reduce cross contamination of waste.


• Creation of metrics data / graphs within PowerBI.


• Review the off site document/archive inventory, liaise with departmental representatives, ensure the destruction of archived data in line with retention policies.