Job Title:

Facilities Co-ordinator

Purpose:

To ensure that the buildings and their services meet the needs of their occupants and users as efficiently, safely and cost effectively as possible, within legal parameters.

Accountabilities:

• Day to day monitoring and processing of new incoming requests
• Analysing problems to ascertain the most cost effective methods of repair
• Obtaining sufficient information from stores to process requests efficiently
• Liaising between stores and contractors when arranging booking in dates
• Negotiating quote costs with contractors
• Maintaining contracts for all stores in relation to electrical, gas, lifts, life safety systems, security, automatic doors, refrigeration etc ensuring legal compliance
• Ensuring all stores follow maintenance procedures
• Keep spending costs as close to budget as possible
• Be prepared to assist stores even during out of work hours
• Occasional visits to sites to assess complex requests
• Obtaining authorisations for higher value work following receipt of contractors reports
• Check every invoice against completed work on intranet
• Check every invoice against agreed costs
• Dispute any invoices where works are not complete or satisfactory, until credit is given
• Provide regular reports on job statuses and spend
• Liaise with Retail Support Team to identifying priority work
• Liaise with Bee-Safe on contractor vetting
• Verify contractor risk assessments/method statements

Knowledge & Competencies:

• No specific industry qualifications are required however it is essential that you have worked in a similar role.
• Self-motivated and driven
• Uses own initiative
• Effective communication skills, both oral and written
• IT literacy

Key Result

Areas:

• Ensure requests are dealt with in a timely manner
• Effective management of facilities management budget

• Understanding of relevant law and potential implications

• Sound organisational skills and flexibility, including the ability to plan ahead and prioritise effectively to meet deadlines

Key Behaviours:

Team working

Visible and happy to help other members of the team - keeps promises.  Contributes to team objectives despite heavy personal commitments.  Recognises skill gaps and potential for development both in oneself and others.

Confidence

Projects confidence - sells ideas well, and is self confident whatever the situation.

Close to people

Understands the needs of colleagues and customers to ensure decisions are best for the business.

Change

Demonstrates commitment to change in the way they personally do things.  Identifies barriers and works to remove them.

Clarity of Thinking

Thinks clearly and quickly about issues.  Has an eye for detail identifies critical information.  Copes well with complexity.  Uses the relevant information to make the correct judgment.

Empowerment

Understands when to consult, involve or direct others.  Always alert to the bigger picture and identifies what is important.  Helps others to resolve complex problems.  Able to influence individuals, using others to make an impact.

Prioritisation

Knows the right questions to ask, and therefore identifies critical issues.  Is able to deal with a number of tasks simultaneously by planning and organising priorities.

Communication

Communicates in such a way that key messages cannot be missed.

Key Relationships:

Store Managers

Regional Managers

Logistics Manager

Head of Development Team, CDS Shopfitters

Health & Safety Manager

All Head Office Heads of Department

Reporting to:

Companies Chief Operations Officer - Paul Shewbrook