Facilities Coordinator - Chesterfield - Full time
Facilities Coordinator - Chesterfield - Full time
We have an exciting opening at a well-established local business for the role of Facilities Coordinator. We're seeking a driven person eager to embark on a career journey within our company, aiming for continuous growth. Alternatively, we welcome candidates with prior administrative experience in a fast-paced business environment, capable of thriving under tight deadlines.
Profile
You will need to have great communication skills, self-discipline and be a strong team player. A calm manner is essential alongside a proactive attitude. Knowledge of MS Word, Excel, Outlook and previous administration experience is essential.
About this role
Estates Support
1. Monitoring site compliance certification – ensuring certification is uploaded to the (internal) L drive, is accessible and the compliance report is accurate and up to date at all time.
2. Regularly monitor the estates email inbox ensuring all emails are actioned and responded to appropriately and in a timely. Maintain good housekeeping of the estates inbox.
3. Scheduling and monitoring of planned preventive maintenance.
4. Raise purchase orders for the Estates Manager.
5. Liaising and organising repair work or installation dates with suppliers and external contractors.
6. Support Estates Manager in monitoring lift maintenance requirements, scheduling repair work and site visits when required.
7. Ensure all relevant insurance, risk assessment, method statements and permits to work are completed and on file for all new and existing contractors.
8. Providing administrative support to the Estates Manager and Estates Officers.
Administration
9 Answer incoming telephone calls in a friendly and professional manner. Ensure all telephone calls are passed onto the appropriate person or messages taken when necessary.
10 Open and sort incoming mail and distribute to the correct staff member to action.
11 Ensure filing is kept up to date and filed accurately.
12 Provide administrative support to the Admin Team.
13 To undertake ad-hoc requests as required to support overall smooth running of Head Office and Operations.
Communication:
14 Ensure all messages taken are accurate and passed on to the relevant staff member / manager in a timely manner.
15 Update PA to the Directors with daily priorities and when at risk of missing deadlines.
16 Participate in staff training as and when required.
Training and Development:
17 Attend mandatory training days/courses, on or off site, as and when required.
18 Maintain professional knowledge and competence.
Health and Safety:
19 Understand and ensure the implementation of the Company Health and Safety policies, and Emergency and Fire procedures.
20 Promote safe working practice in Head Office.
General:
21 Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.
22 Notify the PA to the Directors, or the Person in Charge, as soon as possible of your inability to work, and also on your return to work from all periods of absence.
23 Adhere to all Company policies and procedures within the defined timescales.
24 Ensure all equipment is clean and well maintained.
25 Carry out any other tasks that may be reasonably assigned to you.
