Facilities Coordinator

Company Profile

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management.

Job Title: Facilities Coordinator

CBRE is recruiting a Facilities Coordinator to join the team located in Salford, providing remote cover across the North region. The successful candidate will be responsible for the operational delivery of all Facilities Management services for the Salford office and predominantly remote delivery at other key sites in the region, including Blackpool. The role requires the ability to travel, with a minimum of one visit per fortnight to the Blackpool site. Travel expenses will be reimbursed.

A key element of the role is providing Reception and Front of House support at the Salford office. Candidates should therefore have strong customer service experience and be comfortable supporting reception activities as part of their daily responsibilities.

Role Summary:

• Ownership of all compliance activities and scheduling of maintenance activities at designated sites.
• Act as the Facilities point of contact for the client and key stakeholders, managing day-to-day FM enquiries across Salford and supporting other sites remotely across the North region.
• Schedule subcontractor visits for maintenance and reactive works across the North region.
• Maintain and update E-logbook records and ensure documentation is saved and managed appropriately.
• Review and maintain compliance workbooks and ensure client records are updated regularly.
• Compile and maintain remedial trackers following risk assessment visits, including H&S, FRA, L8, LOLER and Fixed Wire Testing.
• Maintain compliance trackers for subcontractor maintenance visits and ensure updates are completed weekly.
• Prepare and issue monthly reports to the client team and coordinate monthly client meetings.
• Liaise with site teams regarding subcontractor activity and ensure all RAMS and supporting documentation are in place before visits.
• Upload quotations to WebQuote for client requests, engineering overtime and remedial works.
• Log Health & Safety observations on a monthly basis.
• Review SI reports weekly to ensure planned and reactive works are signed off promptly.
• Raise reactive jobs on SI on behalf of the engineering team and following maintenance visits where required.
• Track and manage remedial works through to completion.
• Manage day-to-day supply chain activities, including cleaning and security services across the North region.
• Manage cleaning services.
• Conduct monthly cleaning audits at Salford and Blackpool.
• Hold monthly meetings with the Cleaning Contract Manager.
• Prepare for and participate in CBRE internal AGM and QHSE audits.
• Prepare for and participate in client audits across the North region, including Salford and Blackpool.
• Complete formal Service Inspections at agreed sites.
• Undertake daily site walkarounds to review signage, lighting, waste removal and general site presentation.
• Support the Contract Support team with financial administration, including purchase order receipting and purchase requests.
• Manage and support site orders required by CBRE.
• Coordinate site callouts when required.
• Provide information and reports as requested by the Contract Manager.
• Provide Front of House and Reception cover, including visitor management and acting as the point of contact for site issues.
• Support client events and event setup activities.
• Assist with the general day-to-day running of the site.
• Support client-specific processes and procedures in accordance with the Property & Facilities Deliverables framework.
• Undertake additional duties and responsibilities as required.

Experience Required:

• Knowledge and awareness of the facilities management industry.
• Practical experience working with supply partners to deliver seamless and integrated services.
• Customer service experience with the ability to communicate effectively at all levels.
• Strong PC skills, including Microsoft Office applications.
• Self-motivated and resourceful approach to work.
• Strong administrative skills.
• Well organised with effective prioritisation and planning skills.
• Ability to ensure FM services are delivered confidently and efficiently.
• Service-orientated attitude combined with innovative thinking.

DISCLAIMER

This job description is not exhaustive and may be amended from time to time to reflect changing business requirements. The post holder may be required to undertake any other duties commensurate with the level of the role.