Purpose of the Role
The Facilities Operations Coordinator plays a key role in ensuring the smooth, safe, and efficient overall running of the centre. Working closely with the Facilities Manager, this role oversees the day-to-day operational delivery of facilities services, coordinates contractors, manages helpdesk and CAFM activity, and supports compliance across the site. The role is pivotal in supporting the Facilities Manager to ensure customer satisfaction is maximised and that high standards for the centre are set and maintained at all times.
Key Responsibilities
- Act as first point of contact for facilities issues within the centre and centre premises, resolving them where able quickly and efficiently or escalating complex issues as appropriate to ensure the smooth running of the service and maintain a safe and pleasant environment for all stakeholders.
- Liaise regularly with the Tenants to ensure the centre standards are maintained and proactively seek to resolve any issues to minimise disruption.
- Coordinate the tenant access permits and permit to work processes and encourage tenants to carry out their maintenance and compliance responsibilities to protect the asset. Set up and coordinate annual monitoring systems.
- Act as coordinator between the facilities department and other relevant departments in the centre to ensure the centre is maintained and positioned as an attractive place to shop and visit.
- Support the Facilities Manager on setting up, maintaining and seeking improvements on the CAFM system and various compliance reporting tools to ensure statutory compliance. Coordinate the service partner integration on the CAFM system to support an efficient fault reporting system.
- Coordinate, plan and execute all annual audits withing the centre, including health and safety, environmental and fire. Ensure adherence to all HSMS/ EMS processes and policies.
- In conjunction with the Facilities Manager, monitor risk management and the development and review of the Centre’s Crisis Management Plan and Emergency preparedness to ensure the ongoing safety and protection of people and the asset.
- With the support of the Facilities Manager, coordinate and set up Emergency Response Plans and organise training in the centre for the Duty Management teams. Ensure all Duty Managers receive adequate training and this is tested regularly.
- Coordinate the claims management process by supporting on investigations, administering the potential claim, and collating evidence together to notify insurers. Keep complete records in conjunction with relevant retention records.
- Coordinate the centre’s process for General Data Protection Regulations including Data Access Requests, control room processes
- Coordinate a robust auditing system of tenant premises to check physical aspects of compliance and audit the statutory compliance logbooks and associated paperwork.
- Conduct weekly site inspections to check for risks, ensure compliance with risk assessments and coordinate remedy of actions between service partner teams.
- Effectively monitor the utilities services at the centre and recommend cost savings. Use data collection to analyse results and report to the Facilities Manager monthly.
- Act as ESG champion, representing the centre and advocating best practice to tenants to encourage them to adopt good ESG principles.
- Support the Facilities Manager in managing the landscaping and hard services contract, including ensuring adherence to SLA’s, attending KPI meetings, identifying improvements and best practice, providing constructive feedback on services.
- Assist the Facilities Manager on all aspects of asset management and coordinate tenants taking occupation and yielding up units, including unit condition.
- Raise PO’s, process invoices and track service charge spend on an ongoing basis.
- Assist the Facilities Manager with administration of the service charge budget, ensuring spend is on track with budget on a monthly basis.
- Act as Duty Manager and participate in the Duty Management rota.
- Keep up to date with changes in health and safety, fire and building regulations, ensuring implementation and monitoring of regulations.
Skills, Knowledge and Experience
- 2 plus years in the facilities industry, ideally in a retail/ shopping centre environment
- IOSH Managing Safely
- Understanding of health, safety and environmental compliance
- IT skills: proficient use of Microsoft Office including Word, Excel, Outlook and Powerpoint
- Ability to work with CAFM systems and compliance systems
- Excellent communication skills, both verbal and written
- Excellent time management skills with the ability to prioritise work and adhere to tight deadlines.
Working Hours - 42.5 per week. Typical working hours – 9am – 5.30pm with Duty Management responsibility to cover shifts to suit centre business hours including weekends.
Salary - £32,000
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Please see our Benefits Booklet for more information.
