Facilities Co-ordinator

At Bellrock, we harness technology to give our customers an experience that not only leaves them with advanced building systems. But with peace of mind. And we unlock that by being technology-led, but people-driven. So when you’re part of Bellrock, you’ll get everything you need to be your best at work - because our people are the heart of our business. And we’re all about helping them to shine.

Provide Facilities support to onsite Management Team, in particular by support Meeting Management, Events Management and Sub-Contractor Management

How will you be the change?

We believe every role is essential to providing that peace of mind for our customers - whatever part of the business you’re in. Because every role plays a part in driving us further. And everyone can be the change. That’s how deliver value for our customers, and building systems that lead the way

And as a Facilities co-ordinator with Bellrock, you’ll do it by…

Meeting Management

• To ensure all management team diaries are accurate and up to date.
• To arrange meetings as required by management team, including preparation and circulation of agendas, minutes and attending to practical meeting arrangements such as order catering and booking AV.
• To ensure that all Minutes are accurate and issued to relevant members of management team within 3 working days of taking the Minutes.
• Provide copies of Minutes to managers for all meetings (where minutes are available) and ensure that the managers are aware of any outstanding actions from the Minutes 2 days before the meeting.
• To develop and maintain the filing system and ensure filing is done within 3 working days of receiving.
• To maintain account management system and ensure updates are filed within 3 working days of receiving new information.
• To provide support to the FM Help Desk if required.

Audits and monitoring of Sub- Contractors

• Monitoring to be carried out daily, weekly and monthly as stipulated in the agreed monitoring methodologies for catering, helpdesk, key management, cleaning, security and catering.
• Carry out health, safety and environmental audits, COSHH assessments, risk assessments, and ingress & egress assessments as agreed with Soft Services Manager.
• Accurate records to be produced and a monthly summary to be submitted to Soft Service Manager 5 working days after the end of each calendar month.
• Issues arising from the monitoring to be logged and reported to the Soft Service Manager on daily basis. Verification of close out reported to line manager on a daily basis.
• Ensure that minor subcontractors are complying with the contract requirements.
• To hold regular contract meetings with minor sub-contractors, in order to address contract issues and confirm compliance.
• Manage day-to-day issue’s relating to these services.

Events Management

• To ensure that Event requirements are agreed with the host
• To ensure that the host fully understands their responsibilities relevant to the event
• To book requested rooms/spaces and ensure, for external events, that approval is obtained from EP1/ EP2.
• To liaise with organisers via phone and email and inform service providers of additional requests/amendments
• Ensure clients sign off quotations and Terms and Conditions for all services to be delivered at an event, in advance of the event
• To co- ordinate all services required and fully brief service provider
• Prior to an event inspect the service to ensure all providers have delivered as instructed
• To collate costs and prepare a monthly spreadsheet for invoicing
• To notify Estates of any room hire in order for them to invoice directly
• To ensure that the event is successfully managed from planning to ensuring the event area is available for use as soon as possible and before the area is required again
• Report all planned events to the Helpdesk Manager on a weekly basis for inclusion in the site diary.
• To regularly monitor the booking system to ensure that staff who self book large events are aware of facilities available
• Discuss any complex Events with the Soft Services Manager.

Finance

• Ensure variations relating to Events Management are raised correctly, signed by all relevant parties and invoiced accordingly
• Issue correct instructions regarding Purchase Orders and Invoices to Finance Administrator
• Ensure that opportunities for additional income are identified and discussed with Soft Services Manager.

Other Duties

• Carry out Senior Fire Marshall duties 3 days a week in conjunction with the Commercial Co-ordinator.
• Ensure emergency response plan, business continuity plan and quality plan are checked on a monthly basis to ensure all names and contact details within the document are up to date.
• Attend additional meetings as requested
• Complete environmental graphs on a monthly basis and submit within 5 working days after the end of each calendar month.
• Work interchangeable with the Commercial Co-ordinator and cover absence
• Support the Helpdesk Manager in producing the monthly reports for EP1 and EP2 in a timely manner.
• Order Stationery as required

Compliance

• To comply with all company policies and procedures.
• Reporting all accidents and incidents to the Management Team.
• Compile and complete audits in line with agreed schedule. Ensuring all non-conformances are raised to the Management Team

Additional Requirements:

• To work in a flexible manner and be willing to undertake other duties as reasonably requested.
• To provide excellent customer care in dealing with the client and building occupants.

Relationships:          

• To assist and support management team in maintaining partnerships and close working relationships with Exchequer Partnership, Equans and GPA and any other external companies.
• To work collaboratively with team members and head office staff to meet divisional and team objectives.

What does it take?

If you’re ready to be the energy that helps us build our business, share our success, and really own it as a Facilities Co-ordinator, you’ll need…

COMPETENCIES

Commercial awareness, customer service, time management, teamwork and problem solving

CORE QUALITIES AND ATTRIBUTES

Professional, confident, excellent presentation skills, diplomatic and accountable.