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Full-time Facilities Coordinator (Maternity Cover)

at Capita Symonds in London

An interim opportunity for an experienced Facilities Coordinator to join our London FM team for a maternity cover contract.

Role Overview



This job description encompasses all tasks that a Facilities Coordinator may be required to undertake as part of their day-to-day duties. The extent to which these tasks are carried out may vary from time to time as dictated by the Divisional Director and / or Director of Operations, FM.

Purpose
The primary purpose of this role is to provide administrative support in the management of a Southern based portfolio of managed properties. It is estimated that this will account for approximately 60% of the Coordinator role.

The remainder of the role is to provide administrative support to a team of Facilities Managers based across the south of England. The ideal candidate will have a basic knowledge of commercial property management including health and safety, service charges and contractor management.

Key duties and responsibilities


The role of a Facilities coordinator is varied very varied but is likely to require you to:

• To be responsible for the administration of the statutory compliance database by updating information on a regular basis. To support the Facilities Managers as required to ensure data is accurate and current.
• Weekly audit of supplier certification to ensure uploaded documents are correct and complete.
• Providing reports both internally and for external clients on a periodic basis.
• To compile Sales Packs as required for those properties whose management is transferring out of Capita Symonds Real Estate.
• To provide basic Facilities Management service, under the guidance of a Divisional Director, to cover holiday and sickness absence. The basic service will include logging of reactive tasks via the Customer Support Centre, signing off of invoices on the SIA system, general liaison with tenants and surveying teams and liaison with Service Partner teams as required.
• To organise and minute a monthly Facilities Manager team meeting. The meeting will be chaired by the Divisional Director.
• To organise, attend and minute occupier meetings where required for the Facilities Management team.
• To collate and distribute a weekly update to Facilities Management team.
• To provide administrative support for various tasks eg: client reporting, supplier measurement, CRC meter reads, Service Partner KPI scores etc.
• Coordinating training events organised by the Divisional Director including booking venues, issuing invites, produce documentation etc.
• Booking business travel via Capita Travel for the FM team as required.
• Support Facilities Managers as required on an ad-hoc basis to resolve site issues.
• Produce PowerPoint presentations to support the Facilities Management Team where required.

Core requirements and capabilities


As an experienced Facilities Coordinator, it is expected that you will have:

• Good interpersonal, written and verbal communication skills
• Good organisation and prioritisation skills
• Ability to work flexibly and on own initiative
• Innovative and proactive problem solver
• Strong attention to detail
• Good knowledge of Microsoft Office including word, excel and outlook

Experience
• Prior experience in a similar role

Personal attributes
• Friendly
• Team Player and Team Leader
• Proactive
• Tactful and Diplomatic



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Published at 21-02-2012
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