JOB DESCRIPTION
Facilities Support Co-ordinator
As Facilities Support Co-ordinator, you will be responsible for the coordination of Facilities Management service delivery, providing a balanced mix of administrative, compliance, and financial support across all projects within the Meldrum Facilities Management and where applicable, the wider Group. The role plays a key part in ensuring the smooth day-to-day running of operations, alongside maintaining robust compliance with the Company’s Quality, Environmental, Management and Safety Systems (QEMS).
Reporting to the Facilities Operations Director, you will work closely with the Group Operational Company Heads, project teams, and system stakeholders to ensure that company procedures, ISO standards, and digital construction systems are effectively embedded and adhered to.
A core part of the role involves supporting contract administration and financial processes, including raising and processing purchase orders, coordinating supplier and subcontractor payments, and ensuring accurate and timely submission of Goods Received Notes (GRNs) in line with company procedures. You will also support the effective use of systems such as Evision to ensure the above tasks are being carried out whilst also maintaining financial and operational control.
Alongside this, you will provide administrative and compliance support to Fire Engineering operations, ensuring ongoing compliance with BM TRADA FIRAS requirements through the effective use of systems such as Bolster.
This is a varied and hands-on role combining facilities coordination, administration, payment processing, compliance oversight, and digital systems support within a live construction environment. It requires a collaborative, proactive, and structured approach to governance, audit support, and process improvement, ensuring both operational efficiency and regulatory compliance across the business.
Our Core Values
At Meldrum, we place real importance on recruiting the right person for the right role. Our Core Values govern the culture and behaviours we expect all of our employees to personify.
Integrity
Being honest and having strong consistent moral and ethical standards combined with mutually beneficial colleague relationships in order to drive positive behaviour and culture. Respect and trusting in each other’s ability to do our job well, being accountable for our own actions and therefore being part of a successful team.
Pride & passion
Placing a high importance on the value of the positive contribution each of us makes to the Organisation and the strength of commitment to do so.
Quality
Providing a level of service in line with our Quality, Environment Management Safety System (QEMS) and Best Practice.
Innovation
New methods of working which drives efficient behaviours and Continuous Improvement.
Key Responsibilities:
Contract Administration & Office Support
- Support the Contracts Manager with project administration and compliance activities
- Maintain and update documentation within the Project Information Management System (PIM)
- Monitor, scan, and upload site documentation, ensuring accuracy and completeness
- Set up and manage contract files for new projects
- Ensure timely archiving of all project documentation in line with company processes
- Maintain and update office templates and documentation standards
- Support with maintaining records of company insurances and accreditations
- Support with the production and collation of Facilities Operation & Maintenance manuals
Compliance & Integrated Management Systems (IMS)
- Support the implementation, training and maintenance of QEMS processes and compliance across the business
- Assist and monitor operational teams in embedding compliant and efficient processes
- Deliver training to employees on quality, compliance, and procedural requirements
- Provide administrative support for internal and external ISO audits
Fire Engineering Compliance
- Provide administrative and compliance support to Fire Engineering operations
- Maintain compliance with BM TRADA FIRAS requirements using relevant systems (e.g., Bolster)
Digital Systems & Project Compliance
- Promote effective use of digital systems including Field View, Viewpoint & Evision across project teams
- Support system training and ongoing user development
- Assist in the creation and implementation of digital templates and workflows
- Provide system support to the Operations & Systems Manager
- Ensure compliance in the use of Evision for material and plant requisitions
- Support accurate and timely submission of Goods Received Notes (GRNs)
Continuous Improvement & Collaboration
- Identify operational inefficiencies and recommend practical improvements
- Support the consistent application of QEMS procedures across live projects
- Contribute to the development of operational support functions
- Promote collaboration across project and operational teams
- Participate in training and continuous improvement initiatives
General requirements
You will be expected to maintain the highest levels of confidentiality at all times regarding the company and its Clients. You must also work efficiently and safely at all times in accordance with the appropriate training, the Company Safety Policy and HSE guidelines.
Your ability to relate well with Clients and Staff and to maintain high professional standards is very important, alongside your ability to communicate in a clear, concise manner both in writing and verbally. In doing so you must also ensure an appropriate standard of dress and personal appearance is maintained at all times.
You should demonstrate and use initiative to carry out work with minimal supervision, including the skills to prioritise and work to strict deadlines whilst being thorough and paying close attention to detail. This will be reinforced by demonstrating an enthusiastic, flexible and conscientious approach to work.
Once inducted, you should demonstrate a clear understanding of the Company's structure, values and procedures, including the QEMS. In relation to this, you must advise your line manager immediately of any visits to site by external agencies such as the Health & Safety Executive, Environmental Health Officers etc.
Pay: £35,000.00 per year
Benefits:
- Company events
- Company pension
- Free parking
- On-site parking
Work Location: In person
