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Facilities Management Coordinator
| Dyddiad hysbysebu: | 03 Hydref 2024 |
|---|---|
| Oriau: | Llawn Amser |
| Dyddiad cau: | 02 Tachwedd 2024 |
| Lleoliad: | BT2 7SL |
| Cwmni: | Mitie |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | 61745 |
Crynodeb
This role forms part of the Workplace Services support model to enhance and improve the overall customer experience, drive consistency and quality of day-to-day services and to ensure that each individual business unit and floor is operationally ready.
The Workplace Co-ordinator will supplement and support the role of the Regional Workplace Services Manager working collaboratively to engage with the occupants of the Deloitte demised and Client areas to build positive relationships effective interactions and ensure timely resolution for all issues raised.
This is a multi-functional role including all aspects of support to the business in particular operational tasks such as mail, couriers, printing, binding, on site filing, archive services, logistics, compliance, and some administrative duties. Additionally, there are times where you will be expected to provide support in areas such as front of house activities, hospitality, and reception assistance as defined by your line manager.
Key attributes: -
-Flexibility is essential to suit the needs and working practices of the department and its internal clients.
-Capable of operating as a member of a team and work unsupervised.
-Ability to organise and prioritise workloads, together with the ability to handle deadlines and respond well under pressure.
-Takes pride in personal appearance and hygiene.
-Good administration and organisational skills.
-IT skills - PC literacy skills and ability to learn internal IT systems
-Customer Service, client focused - Strong customer services skills and customer service experience
-Problem solving - Ability to “think outside the box” when faced with issues
-Planning and Organising
-Self-Motivated - Proven to be self-motivated and work under pressure from conflicting deadlines
These core duties are subject to business needs and include but are not limited to the following responsibilities and tasks:
-To continuously monitor the ‘live' condition of the Client's and staff office and common areas and work proactively to address identified issues.
-Provide first line technical support for IT Deloitte staff issues, this also includes technical support for AV IT systems within internal and client meeting areas.
-Any building fabric, environment, or mechanical/electrical items to be directly reported to the help desk.
-Liaise daily/regularly with the Mite Helpdesk on issue resolution and pro-actively manage customer expectation
-Management of on-floor storage, including management of staff lockers dedicated storage areas
-Maintenance/management of all office signage and updates to notice boards
-Reset internal and client meeting rooms, multi-function rooms and collaboration space following use, Restock as per the required room specification assist in clean and clearing of spaces
-Support the Client's Paper Lite initiative and storage reduction programs offer on-floor scanning and archiving services
-Ensure photocopier areas are continuously replenished, and the area kept tidy, organised and always available.
-Manage the document requirements for site including secure print, ordering of consumables and any scanning, business filing, courier, or mail requests.
-Ensure stationery items are regularly topped up at the designated points stock management and control including re-ordering of supplies. Collect loose items from unused desks and surrounding areas and recycle back through the stationery trays.
-Ensure a high level of cleaning standard to the floor areas paying particular attention to cleanliness of all work surfaces including tea point areas, via regular liaison with the housekeeping team assisting in touchpoint cleaning if required.
-Be prepared to receive any request from an occupant and offer a great customer experience by taking ownership of the problem until resolution including the management of service now tickets assigned to workplace services. Regardless of the request, you are empowered to act by contacting the relevant facility provider to get the job done. Your job is to keep the customer informed until completion.
-Assist with collation of monthly management information for all areas of operation including office utilisation information and completing space management checks.
-Maintain relationships with key customers on site, advise of any issues to manager in the first instance.
-Liaising with contractors/landlords' agents on repairs and maintenance issues including escorting of non-vetted persons.
-Assist with Health and Safety compliance; this will involve collation of risk assessments, method statements, checklist, insurance certificates and other associated documentation that will demonstrate compliance.
-First Aider & Fire Marshall duties
-Ensure compliance with all the Client's ISO accreditations.
-Ensure a safe, compliant environment for our teams and colleagues by ensuring processes are followed and where there are gaps in the processes escalate for resolution.
The Workplace Co-ordinator will supplement and support the role of the Regional Workplace Services Manager working collaboratively to engage with the occupants of the Deloitte demised and Client areas to build positive relationships effective interactions and ensure timely resolution for all issues raised.
This is a multi-functional role including all aspects of support to the business in particular operational tasks such as mail, couriers, printing, binding, on site filing, archive services, logistics, compliance, and some administrative duties. Additionally, there are times where you will be expected to provide support in areas such as front of house activities, hospitality, and reception assistance as defined by your line manager.
Key attributes: -
-Flexibility is essential to suit the needs and working practices of the department and its internal clients.
-Capable of operating as a member of a team and work unsupervised.
-Ability to organise and prioritise workloads, together with the ability to handle deadlines and respond well under pressure.
-Takes pride in personal appearance and hygiene.
-Good administration and organisational skills.
-IT skills - PC literacy skills and ability to learn internal IT systems
-Customer Service, client focused - Strong customer services skills and customer service experience
-Problem solving - Ability to “think outside the box” when faced with issues
-Planning and Organising
-Self-Motivated - Proven to be self-motivated and work under pressure from conflicting deadlines
These core duties are subject to business needs and include but are not limited to the following responsibilities and tasks:
-To continuously monitor the ‘live' condition of the Client's and staff office and common areas and work proactively to address identified issues.
-Provide first line technical support for IT Deloitte staff issues, this also includes technical support for AV IT systems within internal and client meeting areas.
-Any building fabric, environment, or mechanical/electrical items to be directly reported to the help desk.
-Liaise daily/regularly with the Mite Helpdesk on issue resolution and pro-actively manage customer expectation
-Management of on-floor storage, including management of staff lockers dedicated storage areas
-Maintenance/management of all office signage and updates to notice boards
-Reset internal and client meeting rooms, multi-function rooms and collaboration space following use, Restock as per the required room specification assist in clean and clearing of spaces
-Support the Client's Paper Lite initiative and storage reduction programs offer on-floor scanning and archiving services
-Ensure photocopier areas are continuously replenished, and the area kept tidy, organised and always available.
-Manage the document requirements for site including secure print, ordering of consumables and any scanning, business filing, courier, or mail requests.
-Ensure stationery items are regularly topped up at the designated points stock management and control including re-ordering of supplies. Collect loose items from unused desks and surrounding areas and recycle back through the stationery trays.
-Ensure a high level of cleaning standard to the floor areas paying particular attention to cleanliness of all work surfaces including tea point areas, via regular liaison with the housekeeping team assisting in touchpoint cleaning if required.
-Be prepared to receive any request from an occupant and offer a great customer experience by taking ownership of the problem until resolution including the management of service now tickets assigned to workplace services. Regardless of the request, you are empowered to act by contacting the relevant facility provider to get the job done. Your job is to keep the customer informed until completion.
-Assist with collation of monthly management information for all areas of operation including office utilisation information and completing space management checks.
-Maintain relationships with key customers on site, advise of any issues to manager in the first instance.
-Liaising with contractors/landlords' agents on repairs and maintenance issues including escorting of non-vetted persons.
-Assist with Health and Safety compliance; this will involve collation of risk assessments, method statements, checklist, insurance certificates and other associated documentation that will demonstrate compliance.
-First Aider & Fire Marshall duties
-Ensure compliance with all the Client's ISO accreditations.
-Ensure a safe, compliant environment for our teams and colleagues by ensuring processes are followed and where there are gaps in the processes escalate for resolution.