Group Facilities Coordinator - Part-time

Job Description

Job Title - Group Facilities Coordinator - Part-time

Job Market - Facilities Coordination

Job Location - Chelmsford


Group Facilities Coordinator - About the role

The Group Facilities team provides a key function in managing all aspects of facility and property management across all Group locations. It is responsible for all aspects of the central Health, Safety and environmental policies, practice and service provision, property management across all Group locations, management of hard and soft facility services and central management of suppliers and external service providers of facility provision. The Group Facilities Coordinator will play a key role in supporting the Group Facilities Manager and coordination of the department on a day to day basis with oversight of all operational and contractual facilities management activities.

Key responsibilities and accountabilities

Each day the team may deal with a wide range of requests and enquiries, face to face, on the telephone and via the shared facilities inbox. They need to have a positive outlook, a welcoming manner and a "customer oriented" approach. Members of the team need to collaborate with internal stakeholders across the Group to ensure first class standards are maintained in all areas of the company’s estate.

Group Facilities Coordinator - Key duties

Provide full scope and support of building and facility management across the Group.

Ensure the smooth running of the Facilities department.

Create, review and enhance new and existing policies, procedures and risk assessments to improve the overall effectiveness of the Facilities function.

Ensure Health, Safety and Environmental policies and safe working practices are in place and adhered to.

Manage the correct provision of First Aid and Mental Health trained staff and Fire Marshalls across all company locations.

Ensure fire safety requirements are communicated and carried out effectively across the Group locations and staff are adequately trained.

Support the development and review of new Environmental procedures and processes aligned to Company Corporate Social Responsibilities (CSR) and Government Standards.

Maintain a comprehensive Health, Safety and Facilities recording system and policy update programme.

Coordination of car parking facilities.

Administer all company storage requirements, including staff lockers, filing and general storage.

Coordinate security procedures and processes regarding keys, updates, movement, allocation and distribution.

Coordinate the issue and management of entry passes, fobs and keys.

Administration of external supplier contracts, including cleaning, managed services, post, pest control and waste management.

Facilities representative at building contract meetings.

Monitoring and reporting any problems, responding to and escalating complaints, carry out audits and contacting suppliers.

Conduct any training and induction on new office equipment for internal stakeholders.

Support the Group Facilities Manager in representing the Facilities department at various meeting project meetings, ensuring information is accurately noted and disseminated.

Assist in monitoring performance from suppliers and provide reports where required.

Develop and maintain effective working relationships with a wide range of internal and external stakeholders.

Coordinate and manage accommodation bookings for conferences, training events and meetings.

Deputise for the Group Facilities Manager in their absence.

Based at the Head Office in Chelmsford, the Group Facilities Coordinator will be willing to work flexibly, including overnight travel to other Group locations as required.

Group Facilities Coordinator - Key requirements

A minimum of 2 years experience in a multi-site Facilities function

Have or be working towards IOSH/NEBOSH qualifications

Previous experience of carrying out internal Facility audits and risk assessments