Job Summary
To support and assist the Facilities Services (FS) department in day to day operations and administrative duties. Reporting directly to the Logistics Supervisor, the Coordinator carries out key tasks to assist and support in maintaining the efficiency of the department.
Principle accountabilities
- Raise purchase orders using Dynamics 365 and place orders with suppliers on behalf of the Facility Services Supervisors, processing and checking of all invoices
- Record and update all expenditure on departmental budget tracker
- Compile stage check and off-hire information, raising corresponding work orders and compiling repair estimates for recharges and additional works that productions have requested
- Confirm and check all timesheets and overtime records of Facility Services colleagues
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for document preparation and data management
- Ability to interpret contractual language and support compliance initiatives confidently
- Proactive problem-solving skills with a positive attitude toward overcoming challenges
- Using our CAFM system, communicate job progress and updates between Facility Services, our customer service colleagues and our customers and clients
- Take incoming calls for Facility Services and relay information to clients and colleagues
- Coordinate the availability of the department’s plant and vehicles and assist with arranging any repairs as required
- Provide the Facility Services supervisors and wider Operations department with any appropriate operational or administrative support as required
Skills
- Any operations, facilities management, administrative experience or relevant understanding is preferred
- Computer literacy is essential – Must be able to use PDA to record timesheets / job status (training provided on specific system) and read emails
- Proven experience of providing excellent customer service in a client-facing role
- Self-motivated and effective time manager
- Excellent ability to work to tight deadlines and under pressure
- Strong team player and orientation towards teamwork
- Excellent attention to detail
- Exceptional organizational skills with a keen eye for detail to manage multiple contracts efficiently
- Strong communication abilities to liaise effectively with internal teams and external partners
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for document preparation and data management
- Ability to interpret contractual language and support compliance initiatives confidently
Pay: £28,000.00-£30,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Sick pay
Work Location: Hybrid remote in London SE1
