Facilities Coordinator - Talent Pipeline 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
  • Updating and maintaining personnel records including completed training
  • Processing timesheet data
• To undertake general office duties relating to the contract including:
• Correspondence and filing
• Minutes of meetings
• Preparation of reports and documentation (as referred to above)
• Subcontractor administration
• Oversee and maintain security vetting details for the operational teams & our 3rd party suppliers to ensure all contractual Security & Access requirements are adhered to
• Ensure all required documentation is obtained from Vendors – ie RAMS, COSHH, Competence, ATWs, Attestation letters / Background checks etc.
• Monitor and control monthly Statutory & Non-Statutory Maintenance Schedule in line with Service Insight in line with contractual KPI / SLA requirements
• HSE and Audit:
• All CBRE/Dell Audits preparation and Corrective action plan
• Logbook’s update /Creation
• Maximo
• My service
• Harbour
• HSE training for onsite team.
• Emergency response plans ,ATW,PTW and RAMS

PERSON SPECIFICATION

Education

• A good basic education is essential, with good levels of Maths and English (or equivalent).

Training

• Good PC based skills, with experience in Word/Excel and Outlook –
• intermediate level.

Essential

• HSE diploma and IOSH Certificate.

Experience

• 3 years’ experience in a similar role.