Facilities Coordinator

　　Job ID

　　149990

　　Posted

　　09-Jan-2024

　　Service line

　　GWS Segment

　　Role type

　　Full-time

　　Areas of Interest

　　Facilities Management

　　Location(s)

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

　　CBRE is the world’s leading commercial real estate services firm. With approximately 39,000 employees, the company serves real estate owners, investors and occupiers through more than 300 offices worldwide. The company’s core services include property sales, leasing and management; corporate services; facilities and project management; investment management; capital markets; appraisal and valuation; research; and consulting.

　　Job Summary

　　Facilities Co-ordinator provides overall facilities & reception support to all services and provisions in their location. Responsible for the Service delivery of full FM services, Quality Management System and Health & Safety as instructed by the International Director.

　　Establish effective lines of communication with the Client, customers & key stakeholders across the location, ensuring service standards exceed expectations. Develop Client relationship to grow the business across the region where opportunities arise, and co-ordinate regular reviews between customers and CBRE to enhance the client relationship.

　　The role requires a team player that will fully integrate with the rest of the regional and global account team and actively contribute to the account deliverables and KPIs.

　　Support the management & performance of FM delivery through effective self-delivery and the efficient management of supply-chain partners for outsourced services. Attend and input to the wider regional team via regular team meetings & other associated forums

　　Align & commit your support to contribute to the wider CBRE to ensure full compliance with Company goals & objectives.

　　Be commercially responsible for the performance of the location within region. Support the development of annual budgets and proactively manage performance against budget. Implement supply chain governance to support & improve service delivery with the support of the senior FM.

　　Facilities Coordinator will actively support the Senior Facilities Manager in supporting the development & improvement on service efficiencies, space management and other initiatives.

　　Key Responsibilities

　　Contract/Vendor Management

　　Be responsible for monitoring & management to all hard and soft service lines and ensue all services provided are resourced and maintained to a high standard, perform to the agreed service level, meet the Client’s needs and operate within the CBRE Quality Health & Safety system. Carry out spot checks, audits and planned inspections of services undertaken by Vendors to ensure they meet the applicable standards.

　　Primary focus on delivery of all FM Operations SLA’s in accordance with KPI & Output measurements

　　Co-ordinate with FM Operations and Client Service teams to deliver service level agreements

　　Conduct Vendor review meetings on a regular / scheduled basis and keep records of these meetings.

　　Monitor and report on vendor activities, achievements and work order closure rates as part of the routine site reporting process

　　Management & completion of CAFM tasks both reactive & preventative.

　　Support & manage the completion of site contract review reports to present to Operations lead.

　　Financial Control / Administration

　　Contribute towards & support the development of OPEX budgets for the specific locations.

　　Contribute towards & support the accrual process on a monthly basis.

　　Creation & Submission of all PO’s for services on location.

　　Working through the financial portal to Raise Purchase Orders & Invoices Approvals for goods or services as required, in compliance of business controls system

　　Front of House / Reception / Mail Services

　　Working based at reception always maintain a professional polite and considerate manner

　　Greet internal and external clients, acknowledging them promptly.

　　Welcome and escort guests to meeting rooms

　　Offer refreshments in the lobby area if guests are waiting here and ensure you keep them updated on their host’s arrival

　　Assist with separate registration desks for functions as required

　　Maintain the necessary awareness of building facilities to advise and direct guests appropriately

　　Proactively deal with enquiries and requests in person, via the telephone or email, in a timely and professional manner

　　Responsible for the image and visual standards of the site/s taking ownership of any issues or concerns

　　Take ownership and understand customer requirements and be able to demonstrate the ability to close out concerns and ensure customer is kept always appraised

　　Responsible for processing and distribution on all incoming and outgoing Courier packages

　　Collecting, Franking and sending of all outgoing mail

　　Collection, sorting and distribution of all incoming mail

　　All other mailroom ad hoc requirements

　　Management of Health & Safety

　　Management of Health & Safety for sites ensuring best practice and statutory compliance met.

　　Ensure all mandatory training is undertaken inline with guidance provided.

　　Ensure Contractor H & S is maintained and ensure suitable RAMS are in place.

　　Ensure eLogbook platform & other associated systems are kept up to date

　　Ensure Envisi (energy management platform) is kept up to date

　　Conduct monthly QHSE self-assessment SLA checks in support of quarterly contract performance requirements

　　Comply with HSE requirements as outlined within the SLA and as instructed by the company policy

　　Act as a part of site Emergency team i.e. Fire Marshall, as required for emergency control activities

　　Report all accidents, occupational illnesses, and emergencies in relevant books/documentation

　　Management Responsibilities

　　Management and control of sub-contractors.

　　Other

　　Act as escalation point.

　　In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined

　　Person Specification

　　Good interpersonal skills

　　Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met

　　Accurate and exceptional attention to detail

　　Pro-active and enjoys working autonomously and as part of a wider team

　　Confident, diplomatic and assertive where required

　　Flexible approach to work

　　Understands and appreciates discretion as necessary

　　Team player who deals effectively with colleagues and clients

　　Skills Required

　　Fluent spoken and written English;

　　Essential education and professional qualification necessary for successful job performance;

　　Analytically-minded, financially and numerically skilled, with the ability to review and prepare complex financial reports;

　　Proficient in common application software (Microsoft Word, Excel, and PowerPoint) with strong presentation skills

　　Key focus for this role is to ensure that all FM services are delivered in a confident and efficient manner

　　Well organised and good prioritisation and planning skills

　　Service orientated attitude combined with innovative thinking

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