Facilities Coordinator

Facilities Coordinator

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management, we are recruiting a Facilities Coordinator to join our team and deliver the IFM services located on the SS&C client account.

Based in Surbiton and working as part of the Facilities team, this role requires flexibility, hands on approach and a highly organised individual with an interest in pursuing a career in Facilities Management. The role supports both the onsite SS&C employee and as the central liaison point for the building which includes retail and Office tenants.

This is a busy role covering the entire location, which requires excellent customer service skills along with a motivated, committed, proactive and adaptable approach.

Essential Duties:

• CBRE and client liaison for day-to-day operations and actng as tenant on client behalf
• Ownership of office floors and the surrounding areas to ensure the best workplace experience is met each day
• Ensuring that all day to day services provided (directly or indirectly provided) are delivered to exceed the agreed service standards in an efficient, professional and customer focused way; and that operational delivery of all services are compliant with the service schedules
• Support the Contract Manager in all aspects of the services being delivered and to assist in identifying any additional services and Extra Works to provide to the client
• Managing, planning and supervising work; identifying hazards and obtaining safety information, applying appropriate risk control systems, workplace precautions and quality control procedures

Site Specific Duties:

• Responsible for the day to day running of the SS&C office which includes all office functions.
• Co-ordination of access cards for new starters, leavers, and visitors. Enabling and disabling cards as needed.
• Maintain and update starters and leavers log, liaising and coordinating with HR and Managers. Providing welcome pack.
• Managing the upkeep of the central stationery store efficiently keeping a steady supply of materials
• Working with the SS&C facilities team to advise when Ordering ad hoc supplies & purchases.
• Arrange for Deliveries to be stored in relevant places.
• Main point of contact for Health and Safety within the office.
• Work with team to maintain Compliance with ISO 14001 & ISO45001
• Logging and maintaining accurate records of monthly and quarterly checks.
• Assist with DSE checks for employees as and when required.
• Responsible for the fire coordination of the building including 6 monthly evacuations
• Daily point of contact and Tenant liaison on behalf of SS&C
• Deliver services to the building as per the Annual Service charges, ensuring that issues are picked up during normal monitoring of the building from audits
• Arrange call out and supervision of sub contractors and PPM planning for ALL the remote sites
• Provide accurate meter readings to enable billing for all tenants on a monthly basis
• Monitor the BMS system and provide changes as required by the tenants, optimising efficiency where possible
• Work with security team to managing parking requirements for employees and external guests if required
• Working with SS&C IT team in organising set up for new starters including day one H&S inductions
• Provide First Aid cover for the site
• Collaborate with Maintenance, Cleaning, Helpdesk teams to ensure that issues are proactively reported and addressed in line with procedures
• Continuously improving the service provision and consistently looking for new ideas and services to improve and expand the partnership with SS&C
• Responsibility for the financial performance of the contract ensuring the Account Director is aware of contractual spends and areas of efficiency. Support in developing budgets and ensuring profitability on the P&L. Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met
• Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met

Administration Responsibilities:

• Carry out daily floor checks to ensure all areas are ready for the day
• Ensure all Statutory, legal and best practice are in place across all service lines
• Keeping E-log books above 95%
• Report health and safety observations
• Take full ownership of updating action trackers
• Attend meetings where needed
• Promote and contribute towards Client Monthly and Quarterly reports and Business updates
• Arranging, attending and minuting all monthly subcontractor meetings
• Obtaining supplier quotes and uploading onto the internal system for client approval
• Administration of access control software and BMS system changes

Communication Skills:

• Responsible for communication across the teams and with the client
• Ability to respond to common inquiries or complaints from clients, co-workers, and/or manager
• Ability to effectively present information to an internal department and/or large groups of employees

Person Specification:

• Competence to deliver, have a thorough understanding of all aspects of building services and the procedures and processes that govern them
• Self-motivated and ambitious with the ability to work both as part of a team and unsupervised
• Understanding customer needs, ensuring we are constantly in touch with what our customer wants and delivery this in a timely manor
• Results/task orientated, with attention to detail and accuracy
• Excellent time management and organisational skills
• Commitment to continuous improvement
• Calm manner, able to work under pressure and with changing demands and priorities