Facilities Coordinator

The opportunity

This is a part-time role, based on four days per week.

To effectively manage and coordinate suppliers on-site, to ensure that exemplary customer service is provided to the client and internal customers.

Being the first point of contact for all local stakeholders of clients regarding all facility management requests and issues.

The role will provide a daily management interface towards stakeholders and customers to ensure service level agreements are met.

To support the FM with all admin and team-related matters and to deliver excellent customer service to exceed the client’s expectations.

To maintain the professional image and reputation of Mace in all contact with clients, suppliers and internal staff.

Your responsibilities will include:

- Following up on requests through Helpdesk (fm24) and ensuring suppliers follow up correctly and according to service level agreements and KPI’s.
- Managing the supplier contracts, ensuring quality services, value for money and innovative service is provided.
- Managing local sub-contractors and liaising with building management for both planned and reactive works maintenance works. Liaising with building management.
- Building relationships with suppliers to ensure a seamless facility service delivery experience
- Adopting a proactive approach to all duties and requests and being flexible enough to respond to ad hoc requests as they arise.
- Representing the client in alignment with the service provider. Balancing business demand vs. supply. Providing input for targets, preparing cost-saving plans, check accrual and invoices.
- Ensuring that any client or customer concerns or complaints are dealt with effectively and communicated accordingly.
- Representing the client's department in shared initiatives with landlords (e.g., housing boards, landlord services reviews).
- Acting as the first point of contact on behalf of the client's space/housing requests.
- Checking, ordering and maintaining the stock of all stationery and office supplies.
- Managing meeting rooms and all activities related to any events.
- Completing any reporting requirements such as end-user surveys, audits and compliance requests and coordinating small projects and minor works.
- Assisting and working with budgets, setting financial targets and financial processes in order to produce timely and accurate reports on an account level.
- Supporting account QHSE manager in the preparation, management and review of business continuity plans and actively participating in client’s BCP and disaster recovery plans where needed and relevant.
- Providing support in case of an emergency on site.
- Providing customer satisfaction is to be maintained at the highest level by providing a high-quality and proactive service.
- Adhering to and promoting Mace’s organisational values
- Checking and controlling all helpdesk requests effectively against SLA and feedback given to requesters. Monthly checks and analyses on helpdesk status.
- Informing and meeting the stakeholders on a weekly basis.
- Communicating effectively and accurately relevant information and business communications.
- Communicating ideas for improving business processes with a positive and constructive attitude and for maintaining this attitude with others
- Carrying out audits, documenting and dealing with all issues raised.
- Liaising with the facilities service providers, including maintenance, cleaning and vending to ensure the overall service is timely and seamless.
- Looking for new opportunities to improve processes, and service levels and ensure health and safety compliance, report issues and resolve all non-compliances standards.
- Contributing to first aid, security and fire safety requirements as appropriate mail/packaging support (daily to end users, contact shared service facilities and new Ubook transactions host/guiding external parties (landlord/suppliers).
- Performing other reasonable tasks and duties requested by Mace and/or client organisation.

About you

You must have a degree in facilities management or real estate education. You will have basic health and safety qualifications. You are fluent in French and English languages both written and verbal.

You are digitally savvy and have good knowledge of MS Office software. You will provide support to strong motivated teams. You will have a facilities management background and be hungry to grow your career and enjoy the opportunities Mace has to offer.

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