Facilities Co-Ordinator

Business critical front of house primary contact for all client/internal driven requests, via email, face to face or telephone

Responsible for the day-to-day management of sub-contractors and helpdesk across the Client Facilities in Exeter,

This role requires a calm and professional demeanour, keeping sub-contractors and internal teams honest

• Experience of working in a fast paced, operational environment.
• Strong relationship management with colleagues, clients and sub-contractors demonstrating excellent communication / influencing skills.
• Robust and assertive attitude towards achieving results.
• Strong organizational abilities ensuring all documentation is stored and auditable.
• Ability to work to own initiative but team orientated, multi-tasking and prioritising workload.
• High customer focus.
• Excellent IT skills, competent across Microsoft Office programs and experience with a CAFM system is desirable.

• Co-ordinating the annual subcontractor maintenance, OP18. Ensure attendance within SLA’s
• Schedule sub-contractor and AdHoc works. Arrange Call outs
• Request RAMS/Credentials for all maintenance and call outs and remedials and booking in sub-contractors with security and checking clearance level.
• Liaising with on-site teams, client and sub-contractors, based around OP18
• Maintaining the contractor on site spreadsheet.
• Check service reports, refer recommendations to Ops Manager and Contract Support for quotes. Add to CAFM
• Request training records from AM, 3 monthly and keep the training matrix up to date.
• Ensure Logbook sections are kept up to date. (most on server with re-direction flag)
• Service reports
  - Laise with Contract support if they need a copy for closing off EW
• Running monthly PPM’s
• Once CS contacts sub-contractors FC will contact to book works

• Provide support to the client via managing the facilities helpdesk, receiving calls and emails in a professional and timely manner, raise reactive jobs for both hard and soft service teams.
• Keep the requester apprised as to the status of the work order until completion.
• Assess the priority of faults and distribute accordingly.
• Manage and sign off tasks across Concept, CAFM system.
• Ensuring Asset information is updated.
• Paper and digital filing.
• To inform security via email for any leavers.

• Assist the Contract Support role with financial and commercial aspects of the contract during cover (annual leave and sickness).
• Providing information for contract review meetings, reactive tasks. First week of month collate task numbers on how many reactives raised and closed, PPM’s raised and closed, and call outs from contractors on site sheet.

• Raise regular observations using the Harbour platform, at least 4 per month.
• Part of the management team – setting an example to your peers.
• Organising team build days and social events.
• Booking meeting rooms.
• Liaising with external security teams for clearance/vetting.
• Contribute to the regular client/team meetings.
• Ensure QHSE documentation is maintained and readily available for auditing purposes, utilising electronic logbooks.
• Actively identify and implement innovation across the contract to enhance performance and continue to exceed the client’s expectations.
• Promote and maintain CBRE work ethics and culture, following the RISE values.
• High level of trust and integrity whilst handling confidential information.
• Obtain full Security Clearance.
• Company benefits scheme.
• 25 days holiday, excluding bank holidays, per annum.

You must meet all the Client requirements to obtain security clearance.