Facilities Coordinator
| Posting date: | 14 May 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Competitive Salary and Excellent Benefits |
| Hours: | Full time |
| Closing date: | 13 June 2024 |
| Location: | CV37 8PL |
| Remote working: | On-site only |
| Company: | Porterbrook |
| Job type: | Permanent |
| Job reference: |
Summary
About the team
Our Long Marston Operations Team provide onsite logistical solutions and support services, tailored to our internal and external customers’ needs. The successful candidate will be joining a dynamic, professionally trained depot team
Role Purpose
The Facilities Coordinator is accountable for all aspects of the administration required to run the operational site effectively. This includes contract management for customers, managing the accounting in conjunction with the Finance Function, management of payroll information, procurement support and general administrative duties
Responsibilities
Ensure all office facilities are in a good state of repair and are regularly maintained and validated as part of a daily site tour and inspection checklist
Deal with and escalate all office related health and safety issues
Manage the stationery and other consumables for the site (including the Control Tower), ensuring that a good supply is available at all times
Carry out the testing of fire alarms and emergency lighting at the Long Marston site and record the results, reporting defects back to the Facilities Manager for remediation
Support site events/liaison with management of site events to ensure that all items are sourced and in place prior to meetings. These can include, VIP visits internally and externally, including Network Rail, Stratford District Council, Warwickshire Police, British Transport Police and others. Escalation of issues to FM
Escalation of Office Related issues to the appropriate contractor, keeping the Facilities Manager informed of task and progress
Supporting the Facilities Manager with the administration of contractors coming to work on site
Assist the FM in managing essential services such as maintenance, cleaning, catering, waste disposal and recycling and other planned maintenance activities by acting as first line support for queries relating to Facilities Management, escalating where appropriate to the FM
Manage all financial processes, with support from the Finance team to ensure that all customers are invoiced according to the terms of their contract and against the rate card for services and support the credit control processes
Manage the payments for all services onto site including utilities
Maintain a tracker for spend on site to keep track of budgets and overspends for services we use
Ensure that all chargeable services are invoiced to the customers, based on information from the operational staff timesheets
Manage the re-charging of power to customers, ensuring that this re-charge is reflected in the invoice accurately
Raise requisitions to create Purchase Orders (PO’s) in line with the Porterbrook processes, ensuring these are raised in good time and are approved in line with the delegated authorities
Manage the supplier procurement process including the receipting process through the Delphi system
Co-ordinate the inputs from timesheets for the payroll of all staff based at the Long Marston Rail Innovation Centre, ensuring that these are delivered accurately on time in line with the Porterbrook processes
Manage the payment of personal expenses through the petty cash as required
Work closely with the Safety and Environment Delivery Partner for site to:
o Keep all safety board’s up to date ie: insurance certificates safety notices where boards are up and visual in offices around the site
o Check fire alarm testing and emergency exit lights to all buildings on site in line with Health and Safety
o Make sure all fire extinguishers are serviced when required in line with Health and Safety
Complete supplier accreditation forms as part of the supplier onboarding process
Ensure that the supplier list is maintained and up to date and when they may be expiring
Completion of a SSA when a PO request is over a certain amount in line with the procurement process
Searching for new suppliers to onboard for services which we require for sit
Management of cleaning standards at Long Marston and escalation of any issues to the Facilities Manager for remediation
Act as first point of contact for Long Marston for internal and external events on site (excluding Rail Live). Escalate any issues or decision points as necessary to the Facilities Manager
General Requirements
The role requires an experienced Facilities Coordinator, ideally with a background in financial management along with broad general administration experience
Qualifications
English Language and Maths GCSE (or equivalent) qualification essential
A Level (or equivalent) qualification preferred
Knowledge
Excellent working knowledge of Microsoft Outlook
Good working knowledge of Microsoft Office (Word, Excel, Visio)
Key Skills
Financial management, including managing invoicing
Ability to work confidentially on their own initiative
Excellent written and oral communication
Strong attention to detail
Well organised and able to prioritise
Excellent people management skills
To apply
Please follow the link at the top of this page to send your CV and a covering email with full details of why you would be a great addition to the Porterbrook team, along with details of your current salary and notice period.
If you have a disability or need any reasonable adjustments during the application and selection stages, please let us know. We’re committed to building an inclusive culture where everyone can develop to their full potential.
Please note we are not accepting approaches from recruitment agencies for this role.
Our Long Marston Operations Team provide onsite logistical solutions and support services, tailored to our internal and external customers’ needs. The successful candidate will be joining a dynamic, professionally trained depot team
Role Purpose
The Facilities Coordinator is accountable for all aspects of the administration required to run the operational site effectively. This includes contract management for customers, managing the accounting in conjunction with the Finance Function, management of payroll information, procurement support and general administrative duties
Responsibilities
Ensure all office facilities are in a good state of repair and are regularly maintained and validated as part of a daily site tour and inspection checklist
Deal with and escalate all office related health and safety issues
Manage the stationery and other consumables for the site (including the Control Tower), ensuring that a good supply is available at all times
Carry out the testing of fire alarms and emergency lighting at the Long Marston site and record the results, reporting defects back to the Facilities Manager for remediation
Support site events/liaison with management of site events to ensure that all items are sourced and in place prior to meetings. These can include, VIP visits internally and externally, including Network Rail, Stratford District Council, Warwickshire Police, British Transport Police and others. Escalation of issues to FM
Escalation of Office Related issues to the appropriate contractor, keeping the Facilities Manager informed of task and progress
Supporting the Facilities Manager with the administration of contractors coming to work on site
Assist the FM in managing essential services such as maintenance, cleaning, catering, waste disposal and recycling and other planned maintenance activities by acting as first line support for queries relating to Facilities Management, escalating where appropriate to the FM
Manage all financial processes, with support from the Finance team to ensure that all customers are invoiced according to the terms of their contract and against the rate card for services and support the credit control processes
Manage the payments for all services onto site including utilities
Maintain a tracker for spend on site to keep track of budgets and overspends for services we use
Ensure that all chargeable services are invoiced to the customers, based on information from the operational staff timesheets
Manage the re-charging of power to customers, ensuring that this re-charge is reflected in the invoice accurately
Raise requisitions to create Purchase Orders (PO’s) in line with the Porterbrook processes, ensuring these are raised in good time and are approved in line with the delegated authorities
Manage the supplier procurement process including the receipting process through the Delphi system
Co-ordinate the inputs from timesheets for the payroll of all staff based at the Long Marston Rail Innovation Centre, ensuring that these are delivered accurately on time in line with the Porterbrook processes
Manage the payment of personal expenses through the petty cash as required
Work closely with the Safety and Environment Delivery Partner for site to:
o Keep all safety board’s up to date ie: insurance certificates safety notices where boards are up and visual in offices around the site
o Check fire alarm testing and emergency exit lights to all buildings on site in line with Health and Safety
o Make sure all fire extinguishers are serviced when required in line with Health and Safety
Complete supplier accreditation forms as part of the supplier onboarding process
Ensure that the supplier list is maintained and up to date and when they may be expiring
Completion of a SSA when a PO request is over a certain amount in line with the procurement process
Searching for new suppliers to onboard for services which we require for sit
Management of cleaning standards at Long Marston and escalation of any issues to the Facilities Manager for remediation
Act as first point of contact for Long Marston for internal and external events on site (excluding Rail Live). Escalate any issues or decision points as necessary to the Facilities Manager
General Requirements
The role requires an experienced Facilities Coordinator, ideally with a background in financial management along with broad general administration experience
Qualifications
English Language and Maths GCSE (or equivalent) qualification essential
A Level (or equivalent) qualification preferred
Knowledge
Excellent working knowledge of Microsoft Outlook
Good working knowledge of Microsoft Office (Word, Excel, Visio)
Key Skills
Financial management, including managing invoicing
Ability to work confidentially on their own initiative
Excellent written and oral communication
Strong attention to detail
Well organised and able to prioritise
Excellent people management skills
To apply
Please follow the link at the top of this page to send your CV and a covering email with full details of why you would be a great addition to the Porterbrook team, along with details of your current salary and notice period.
If you have a disability or need any reasonable adjustments during the application and selection stages, please let us know. We’re committed to building an inclusive culture where everyone can develop to their full potential.
Please note we are not accepting approaches from recruitment agencies for this role.
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.