Facilities Coordinator - London

Purpose of the Role

The purpose of this role is to provide support to the Wickes FM Network, reporting to the Operations Manager. This involves delivering the highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.

Key Responsibilities

• Work alongside the Wickes FM team in a support capacity to learn all aspects of the Facilities Management (FM) role.
• Provide administrative support to the Wickes FMs and field phone calls during periods of leave, offering support and advice to the Helpdesk as needed.
• Update and assist in closing actions derived from compliance documentation and Health & Safety Audits.
• Report to the Operations Manager regarding Wickes compliance issues and required actions.
• Ensure all statutory documentation is present and initiate requests where necessary.
• Instruct works and quotes for remedial works highlighted in compliance documents and H&S audits, within agreed authorization limits, ensuring prior approval from the FM and Operations Manager where required.
• Manage the tracking and uploading of Insurance Inspection documentation for properties managed by Facilities Managers.
• Monitor and report on Vantify job data, including P2P jobs/service provider values and quote approvals.
• Spend time with key head office departments to understand corporate supply chain processes, management agreements and services, key policies and procedures, legislation related to handling client monies, and the roles within Client Accounting, Credit Control, and Treasury to enhance business support.
• Advise Property Management teams regarding the Wickes FM Team's holiday arrangements.
• Monitor and update all client portals as required.
• Assist in compiling necessary site documentation, such as Emergency Plans and Waste Registers, and uploading them to relevant systems.
• Coordinate travel for the Wickes FM Team.
• Manage the Wickes heating control system.
• Create operational reports frequently, as agreed with the client.
• Hold regular meetings with the Wickes FM team to ensure adherence to contractual KPIs.
• Adhere to all FM+ basic and operational expectations.
• Compile monthly open commitment reports.
• Ensure purchase order commitments are closed regularly as required.
• Perform other ad hoc duties as required, including SMR/FM post and stationery requirements.

Note: The above is not an exhaustive list of duties; you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives.

Skills, Knowledge, and Experience

• Proficiency in Microsoft Office packages, including Word, Excel, and PowerPoint.
• Ability to prioritize workload effectively.
• Strong organizational skills.
• Meticulous attention to detail.
• Ability to work autonomously and collaboratively as part of a team.
• Previous administrative experience.

Working Hours

09:00 – 17:30