COIN STREET GROUP
CONTRACTS PERFORMANCE OFFICER
(12-month fixed term contract to cover a period of maternity leave)
Location:South bank, London
Reports to:Contracts Performance Manager
Direct reports:None
The contract performance officer plays a key role in monitoring and driving improved performance from our contractors and suppliers. Our property and facilities team lead the operational management and maintenance of Coin Street’s 13 acre estate which includes 220 homes, shops, design studios, galleries and restaurants, a neighbourhood centre with a busy conference centre and public realm. We aim to maintain and manage our estate to a high standard in keeping with our values and core purpose of creating an inspirational neighbourhood. The contract performance officer will oversee the day to day performance monitoring and reporting of our external contractors and in house maintenance team ensuring that services are delivered in accordance with KPIs. The role will work closely with teams across the organisation delivering a proactive and reactive facilities service
Key responsibilities
- Engage in day to day oversight of the facilities’ contracts ensuring that targets, service level agreements and key performance indicators [KPIs] are met.
- Ensure that performance reports are accurate and reflect actual performance monitoring, interrogating performance data and systems to assist in this respect
- Keep the property management system and asset management data updated at all times.
- Prepare reports using data from the property management system to demonstrate that all services are managed and delivered in accordance with contract standards and specifications, ensuring statutory compliance. To analyse the data for trends and report to the contract performance manager any potential issues.
- Carry out daily inspections across the Coin Street Group’s estate ensuring that the sites are safe, clean, free from litter and managed in accordance with the agreed contract KPIs, reporting any deficiencies to Help Desk, the contractor or the Contract Performance Manager as appropriate.
- Receive, process and file all associated contract paperwork using accessible and robust systems to maintain excellent records for use by appropriate staff.
- Support the Coin Street Group’s Emergency Response Procedures and Business Continuity Plans and ensure that all fire safety activity including checking that weekly bell test is conducted, records are kept up to date and any issues reported to the contractor or the Contract Performance Manager as appropriate.
- Assess and co-ordinate day to maintenance and repairs across the estate, including getting quotes, chasing subcontractors and following up on progress as required.
- Provide regular updates and communication as appropriate with stakeholders in relation to job progress and completion including customer evaluation and analysis of customer satisfaction.
- Source relevant materials from approved suppliers in accordance with the Group’s financial procedures.
- Oversee the organisation’s stationery budget and stock including ordering items, stock control and ensuring that orders are made in accordance with CSCB’s financial procedures.
- Process invoices for payment in a timely and accurate way, including coding/reconciling POs and other orders. Assist in identifying accruals and expenditure made on contracts.
- Support the Contracts Performance Manager, Building Surveyor and Head of Property and Facilities with the best practice procurement of facilities and building services including lifts, mechanical, electrical, public health, cleaning, security and grounds maintenance services.
- Assist with the planning, implementation and monitoring of effective administrative systems to support service level agreements with data from the asset management system.
- Assist in the development and implementation of the Group’s environmental strategy to ensure compliance with legislation and to deliver best practice across our estate.
- Develop and maintain relationships with internal and external stakeholders, attending and supporting meetings as required.
- To undertake such other tasks as the Group director or deputy Group director may reasonably require
GENERAL reQUIREMENTS
- To comply with the Group’s Equal Opportunities policies.
- To comply with the Group’s Health & Safety policies.
- To comply with the Group’s Safeguarding policies.
- To comply with the Group’s ICT policies and procedures.
- To promote an organisational culture that reflects the Group’s values:
- Creative: By looking for solutions rather than problems I will find better ways of doing things
- Collaborative:By respecting the views of others we will learn, grow, and achieve more together
- Committed: I do what I say I am going to do, and do the best job I can.
PERSON SPECIFICATION
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Knowledge and experience
Essential
A minimum of two years’ experience in a facilities role, both hard and soft sectors, in a mixed use environment.
Knowledge of Health & Safety and Fire Safety legal requirements and experience of complying with these.
Proven track record of working with a diverse group of stakeholders and in a customer service role.
Experience in using a mainstream computer aided facilities management (CAFM) system.
Experience of budget management, supplier management, contracting and tendering.
Desirable
Relevant Professional qualification e.g. IOSH or any other Health & Safety qualification.
Project/change management experience
Skills and personal qualities
A personal commitment to and enthusiasm for Coin Street’s ethos and mission.
Excellent verbal and written communication and interpersonal skills.
Effective negotiation and problem-solving skills.
A determination to set high standards of performance and to challenge underperformance in a constructive fashion.
Excellent attention to detail.
Excellent ICT skills.
Ability to foster partnerships, work collaboratively across boundaries, and achieve performance and results through others.
Ability to work under pressure and adapt to change.
Creative thinker with an entrepreneurial spirit.