Facilities Coordinator

CBRE Enterprise EMEA

About the Role:

Work as part of a wider facilities team to ensure efficient operation of client site by effectively managing the day-to-day facilities services through the designated suppliers, ensuring the highest standards of serviceability of our buildings for both clients and employees. Using your strong interpersonal skills, maintain consistent professional working relationships with all client side colleagues.

What You’ll Do:

Management of Vendors & Building Operations:

• Ensure a smooth running of a flagship site, including front-of-house, events, and day-to-day operations Direct line management of the reception
• The candidate must have an M&E understanding
• Ensure the front-of-house is delivered to a high standard and security policies are being followed Set up regular meetings with suppliers tracking key activity to ensure we meet our contractual KPI’s
• Be proactive in approach and act as the primary support for the Facilities Manager, including budgeting, invoice approvals, raising PO’s, submitting invoices and completing financial reports for the FM
• Oversee a budget for the site, ensuring the budget is delivered within 1.5% variance
• Ensure Health and Safety compliance relating to all contractor activity
• Oversight of all vendor activity including cleaning, M&E maintenance and any other vendor attending site
• Be present and build a relationship with key stakeholders of the business, including EA’s Overall responsibility for the safety and wellbeing of employees and building users
• Monitor seating plans ensuring floor plans and desk numbering are up to date. Liaise with EMEA Space Planning regarding all office moves and changes
• Manage vendors in line with sustainability goals and raise the general awareness of waste recycling. Responsible for ensuring complete activity handover to suppliers and colleagues before any leave of absence
• Support and manage the onboarding process for all new joiners, including welcome/building induction, emergency procedures, building access passes, account access to the room and desk booking system, locker allocation and welfare facilities
• Ensure Health and Safety compliance relating to all contractor activity
• Ensure sufficient stock levels and supplies are available to run the site effectively
• At times, work after hours to support events, and maintenance works required in the office

Management of Budget:

• Budget Management and preparation: Accruals, Purchase Orders, Invoices, adherence to the finance policies

Management of HSE & Security:

• Carry out regular spacewalks at sites and report any hazards.
• Manage the Work-Permit process for any medium or high-risk contractor activity at sites. Report log and follow up on any incidents/accidents in your buildings.
• Ensure copies of relevant works are kept on file within the FM office.
• Ensure that posters on noticeboard’s, including site Health and Safety details, are kept up to date

What You’ll Need:

• NEBOSH- preferred but not essential
• IOSH Managing safely – Essential but can be worked towards as development
• Customer Know-how/ Complaint Management/ Best Practice in Client-Facing environments
• Customer Experience training beneficial.