HAYS
Facilities Coordinator
About This Role:
The Facilities Coordinator will act as the main point of contact for employees and visitors in the Bradford office. Managing the Net 2 access pass system, providing and monitoring access to the office in-line with our ISO security requirements. The post holder will be responsible for monitoring and ensuring the health and safety to all employees and visitors on site.
The role reports to the HR Officer and will provide general office management support, including housekeeping and facilities management. You will provide support for the HR Officer in monitoring health & safety compliance for all the offices across the UK. You will be required to perform housekeeping duties along with overseeing any low risk/maintenance repairs with other ad hoc requirements for the office set up.
As a person, you are proactive and motivated to manage multiple tasks simultaneously, whilst meeting deadlines. Your style is open and engaging as you have strong interpersonal skills, giving you the confidence to communicate with all employees and the external service providers at different levels. You are proficient in the use of MS Office, especially Excel, to create and manage trackers to record all facilities stock and health & safety data. You are able to multitask successfully and stay calm under pressure at all times. You are able to display strong problem-solving skills. The solution focusses on a can-do attitude. Your aim is to provide first-class customer service to your customers, delivering an all-round, professional, timely and supportive service.
Key Responsibilies:
• Develop and maintain professional sound working relationships with all employees, at all levels.
• Maintain and monitor records of stationary, office supplies, kitchen consumables and equipment for the office.
• Meet and greet visitors to the Bradford office, ensuring the company procedures are followed. Manage the ID passes on the Net 2 secure access system for all visitors/new starters/leavers at the Bradford office. Ensuring knowledge and awareness of access to needs at all times.
• Managing vendor relationships.
• Ensuring office facilities are always fully stocked.
• Be the main point of contact for liaison with the landlord in respect of building issues / cleaning requirements.
• Support the IT and HR teams with new starter access, health and safety induction and equipment set up.
• Liaise with suppliers to maintain a safe and well-kept office, including cleaning services, electricians, plumbers, kitchen equipment and any other things that require maintenance.
• Create and maintain a tracker and file set up to store safety and securely all workplace correspondence, receipts and proof of services to provide for quarterly audits or when requested by the General Manger.
• Produce and submit regular reports on Health and Safety audits at the offices, supporting the H&S external provider as and when necessary. • Support the HR Officer in preparation of on-site audit information with accuracy and attention to detail.
• Management of CTM Office space including maintenance and repairs, co-ordination of non-core business suppliers; security, health & safety, cleaning, parking, supplies, furnishing and other general supplies and visitor management.
• Provide support to the HR Officer and General Manager for all office-based supplier visits, events and activities.
• Provide DSE assessment support to the HR officer and arrange equipment in line with identified needs.
• Oversee the fire safety procedures and regular review of the process and equipment. Setting up regular check assessing meetings to risk assessing and document fire prevention.
• Manage domestic waste and recycling with Bradford Council.
• Maintain kitchens, break out areas and meeting rooms.
• Manage room bookings and catering requests.
• Update the system for all first aid/accidents in the workplace, providing reports when necessary.
• Liaise with building landlord to ensure access and parking is maintained and accessible. Report concerns and issues timely and maintaining a log of activities.
• Oversee the stationary ordering, kitchen supplies and cleaning equipment. Manage milk, coffee, tea and other office requirements within the budget and approval process.
• Support the General Manager and HR Officer with internal wellbeing initiatives and requirements.
• Supporting the HR Officer with the maintenance, updating and circulation of documents, ISO9001, ISO14001 and ISO27001 policy and procedures manuals.
Skills & Experience
A positive, ‘can-do’ attitude towards tasks and activities.
• Outstanding communication skills and the ability to manage internal and external stakeholders
• Good organisational and time management skills, with the ability to manage multiple tasks and activities successfully in a timely manner.
• Ability to maintain and build new office equipment and general upkeep of the office environment.
• Annual cleaning and maintenance activity to ensure all meeting rooms and office space are kept in excellent condition from general wear and tear.
• A flexible approach with positive energy, drive and appetite for change and a “can do” attitude, within a fast-paced working environment.
• Proven technical experience as a Maintenance Co-Ordinator is essential. It is preferred that there is a relevant Health and Safety qualification (or willing to upskill) for assessing and managing and mitigating workplace risks.
• Strong ability in using MS Office.
• Excellent interpersonal skills.
• Ability to handle data with confidentiality, always using discretion.
If you’re interested in this role, click ‘apply now’ to forward an up-to-date copy of your CV, or call us now.
If this job isn’t quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
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