Job Title: Facilities Management Coordinator Department: Corporate Services

JOB DESCRIPTION

October 2013

Job title: Facilities Management Coordinator Department: Corporate Services

Team: Facilities Management Department Job holder:

Reporting to: Head of Facilities Management

Aim

§  To provide efficient, customer focused, first line support to the activities of the FM department.

Dimension

§  Working as part of the FM team providing service and support to the offices and centre at 66 and 50 Commercial Street, as well as the broader UK based organisation.

Circumstances

·  35 hours per week

·  Occasional work outside normal working hours which will be compensated by TOIL

·  Based at the Commercial Street offices but servicing the FM needs of the nationwide organisation, the candidate must be able and prepared to travel across the UK as required

Salary

§  £24,105

Organisational chart

Principle Accountabilities

Assisting the Head of FM as part of the FM team by:

·  Providing first line administrative support to the FM department.

·  Checking help desk requests throughout the day and acting upon efficiently.

·  Monitoring the performance of maintenance and service contractors and liaising with them to speedily resolve issues and improve service, e.g. cleaners, waste, recycling etc.

·  Creating and updating operational procedures and user documentation as necessary.

·  Undertaking all mail/package handling responsibilities, including sorting incoming mail, tracking and franking outgoing mail for collection, special deliveries, couriers and archiving.

·  Organising the collection of confidential waste and recycled toner waste.

·  Ensuring that FM office space is kept neat and well ordered at all times, and that stock levels of consumable supplies for the offices at 50 & 66 Commercial Street e.g. stationery, photocopier paper, beverages etc are appropriately maintained, taking into account seasonal demands, special activities and programmes.

·  Monitoring and ensuring the effective operation of relevant security systems including the intruder and fire alarm systems as well as programming and issuing security passes.

·  Maintaining and monitoring the photocopiers and franking machine, and producing monthly statistics for recharging purposes, also concerning mobile phone costs and usage.

·  Assisting with the implementation and planning of office moves.

·  Administering the equipment loan process for laptops, projectors etc.

·  Ensuring that all FM equipment is adequately accounted for, maintained and fit for purpose at all times, e.g. mobile phones, Blackberries, photocopiers etc. This may involve contacting external suppliers and maintenance contractors.

·  Ensuring that a FM and Health & Safety induction takes place for all new starters and that all personal equipment issued is signed for and returned at the end of employment.

·  Assisting with the management of Health & Safety, including checks and that record keeping is up to date London and in all centres, which may include occasional visits to other centres.

·  Supervising and undertaking the general house-keeping functions for Crisis to agreed standards, which will include liaison and negotiation with suppliers and dealing with complaints appropriately.

·  Assisting the Head of FM in the preparation and administration of the FM budget using e-Finance programme also including drawing up purchase orders.

·  Undertaking special projects as directed by the Head of FM.

·  Ensuring that all work is conducted to the highest standards of customer care.

General

·  To develop and maintain an understanding of the charity’s work and the needs and circumstances of homeless people

·  To comply with Crisis policies and procedures, including Health and Safety policies, for which all employees owe a duty of care both to themselves and others, in accordance with the Health and Safety at Work etc Act 1974.

·  To carry out any other duties that may reasonably be required in the light of the main purpose of the job.

Person Specification

Essential

1.  Demonstrable experience within an administrative support role

2.  Experience of liaising and negotiating with external suppliers and service engineers

3.  Understanding of the principles of customer care and experience of managing internal and external processes

4.  Highly developed organisational skills and ability to prioritise work in a busy environment as part of a focused team

5.  Ability to identify and troubleshoot problems and resolve them promptly and efficiently.

6.  Effective communication skills, both written and verbal

7.  Evidence of ability to work successfully as part of a team

8.  Good working knowledge of Word, Excel and Outlook

9.  The physical nature of some of the duties means the post-holder must have the ability to undertake manual handling tasks involving bending, lifting, carrying and pulling. Equipment to support such tasks will be made available

10.  Commitment to Crisis’s purpose and values including equality and social inclusion.

Desirable

1.  Knowledge of E-Finance system

2.  Experience in dealing with, or a general qualification in Health and Safety including work-station assessments

3.  Some experience in providing hard and soft services and dealing with contractors

4.  Some practical skills and knowledge relating to general maintenance matters

We encourage applications from all sections of the community particularly those with personal or previous experience of homelessness.

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