Facilities Coordinator at CBRE Excellerate

PURPOSE OF THE JOB

• To oversee the delivery of planned and reactive works across a portfolio of Client site within the contractual SLA and KPI requirements.
• To liaise with the various customer contacts to build strong and effective working relationships
• To monitor, maintain and update Statutory and Non-Statutory Compliance records and documentation.
• To manage the financial aspects of the contract.
• To manage all HSE related maters include audits and training

MAIN DUTIES AND RESPONSIBILITIES

• To build a strong and effective working relationship with the relevant Client contacts.
• To own and control all financial, administrative and commercial aspects of the contract.
• To participate in internal and client meetings as appropriate.
• To prepare and issue reports as requested by contract management team. Reports include (but are not limited to) :
• Weekly WIP review
• Open Purchase Orders
• Invoice Pool
• Financial budget review and monthly accruals
• CSI management and contractors’ files & contracts
• Jobs Billed in the Month
• Monthly Contract Review
• Monthly client KPI pack (Monthly Report)
• Keeping Cost plan / financial records up to date
• To assign PPMs and reactive tasks to the appropriate resources to ensure all tasks are completed within the contractual KPI’s/ SLA’s and track all tasks via the Work Order / CAFM management system (Service Insight).
• To review and monitor vendor performance to ensure they deliver good quality of service and value for money
• To build a basic understanding and familiarity with site operations in order to better understand Client’s priorities and needs
• To carry out all administrative tasks associated with the management of the contract, ensuring auditable trails are maintained. Tasks to include :
• Raising monthly submission / invoice to customer
• Maintaining records of all maintenance and extra work activities (quotes, service report sheets, POs etc)
• Raising of and updating Purchase Orders
• Supporting the achievement of service delivery KPI’s by actioning Work Orders
• / Reactive tasks quickly and efficiently
• Scanning & filing of service report sheets
• Maintaining holiday records

Education

• A good basic education is essential, with good levels of Maths and English (or equivalent).
• 3 years’ experience in a similar role.