United Spinal Association Jobs

Facilities Coordinator

Job ID

209329

Posted

13-Mar-2025

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Facilities Management

Location(s)

Surbiton - England - United Kingdom of Great Britain and Northern Ireland

Facilities Coordinator

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management, we are recruiting a Facilities Coordinator to join our team and deliver the IFM services located on the SS&C client account.

Based in Surbiton and working as part of the Facilities team, this role requires flexibility, hands on approach and a highly organised individual with an interest in pursuing a career in Facilities Management. The role supports both the onsite SS&C employee and as the central liaison point for the building which includes retail and Office tenants.

This is a busy role covering the entire location, which requires excellent customer service skills along with a motivated, committed, proactive and adaptable approach.

Essential Duties:

• CBRE and client liaison for day-to-day operations and actng as tenant on client behalf

• Ownership of office floors and the surrounding areas to ensure the best workplace experience is met each day

• Ensuring that all day to day services provided (directly or indirectly provided) are delivered to exceed the agreed service standards in an efficient, professional and customer focused way; and that operational delivery of all services are compliant with the service schedules

• Support the Contract Manager in all aspects of the services being delivered and to assist in identifying any additional services and Extra Works to provide to the client

• Managing, planning and supervising work; identifying hazards and obtaining safety information, applying appropriate risk control systems, workplace precautions and quality control procedures

Site Specific Duties:

· Responsible for the day to day running of the SS&C office which includes all office functions.

· Co-ordination of access cards for new starters, leavers, and visitors. Enabling and disabling cards as needed.

· Maintain and update starters and leavers log, liaising and coordinating with HR and Managers. Providing welcome pack.

· Managing the upkeep of the central stationery store efficiently keeping a steady supply of materials

· Working with the SS&C facilities team to advise when Ordering ad hoc supplies & purchases.

· Arrange for Deliveries to be stored in relevant places.

· Main point of contact for Health and Safety within the office.

· Work with team to maintain Compliance with ISO 14001 & ISO45001

· Logging and maintaining accurate records of monthly and quarterly checks.

· Assist with DSE checks for employees as and when required.

· Responsible for the fire coordination of the building including 6 monthly evacuations

· Daily point of contact and Tenant liaison on behalf of SS&C

· Deliver services to the building as per the Annual Service charges, ensuring that issues are picked up during normal monitoring of the building from audits

· Arrange call out and supervision of sub contractors and PPM planning for ALL the remote sites

· Provide accurate meter readings to enable billing for all tenants on a monthly basis

· Monitor the BMS system and provide changes as required by the tenants, optimising efficiency where possible

· Work with security team to managing parking requirements for employees and external guests if required

· Working with SS&C IT team in organising set up for new starters including day one H&S inductions

· Provide First Aid cover for the site

· Collaborate with Maintenance, Cleaning, Helpdesk teams to ensure that issues are proactively reported and addressed in line with procedures

· Continuously improving the service provision and consistently looking for new ideas and services to improve and expand the partnership with SS&C

· Responsibility for the financial performance of the contract ensuring the Account Director is aware of contractual spends and areas of efficiency. Support in developing budgets and ensuring profitability on the P&L. Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met

· Ensure the quality of service is delivered to the agreed specification and all Service Level Agreements and Key Performance targets are met

Administration Responsibilities:

· Carry out daily floor checks to ensure all areas are ready for the day

· Ensure all Statutory, legal and best practice are in place across all service lines

· Keeping E-log books above 95%

· Report health and safety observations

• Take full ownership of updating action trackers

• Attend meetings where needed

• Promote and contribute towards Client Monthly and Quarterly reports and Business updates

• Arranging, attending and minuting all monthly subcontractor meetings

• Obtaining supplier quotes and uploading onto the internal system for client approval

• Administration of access control software and BMS system changes

Communication Skills:

· Responsible for communication across the teams and with the client

• Ability to respond to common inquiries or complaints from clients, co-workers, and/or manager

• Ability to effectively present information to an internal department and/or large groups of employees

Person Specification:

• Competence to deliver, have a thorough understanding of all aspects of building services and the procedures and processes that govern them

• Self-motivated and ambitious with the ability to work both as part of a team and unsupervised

• Understanding customer needs, ensuring we are constantly in touch with what our customer wants and delivery this in a timely manor

• Results/task orientated, with attention to detail and accuracy

• Excellent time management and organisational skills

• Commitment to continuous improvement

• Calm manner, able to work under pressure and with changing demands and priorities

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)