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JOB SPECIFICATION: Assistant Facilities Co-ordinator, London SE1
Job Overview:Â We are seeking a proactive and organised Assistant Facilities Co-ordinator to join our team. The ideal candidate will play a crucial role in supporting the company by coordinating various administrative tasks and ensuring the smooth operation of facilities-related activities. This role involves managing maintenance schedules, supporting engineers, responding to customer inquiries, and handling procurement processes.
Key Responsibilities:
- Planned Preventative Maintenance (PPM) Management
- Upload and update monthly PPM schedules, ensuring timely completion and compliance with maintenance requirements.
- Calendar Management
- Coordinate and manage engineers' calendars, scheduling maintenance tasks and other appointments as needed.
- Customer Service
- Respond promptly to customer queries, providing accurate information and resolving issues in a timely manner.
- Procurement of Materials
- Source and procure materials required for maintenance and facility operations, maintaining records of purchases and suppliers.
- Quoting
- Prepare and manage quotes for maintenance services and materials.
- Contractor Liaison
- Arrange specialist contractors for various maintenance/repair tasks, coordinating schedules and access requirements.
- Follow up with contractors to obtain necessary reports, service updates, and quotes.
- Administrative Support
- Perform general administrative duties such as filing, data entry, document preparation, and maintaining records.
- Assist with the preparation of reports.
Requirements:
- Previous experience in facilities administration or a similar administrative role is preferred.
- Strong organisational and time-management skills, with the ability to prioritise tasks effectively.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and other relevant software.
- Excellent communication skills, both written and verbal.
- Ability to work independently and collaboratively within a team environment.
- Knowledge of procurement processes and contractor management is advantageous.
Salary: £30-32K p.a. Holiday: 24 days annual leave (3 days to be taken between Christmas and New Year) + Bank Holidays
