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Facilities Co-Ordinator

Job Description

Contract Support

Role statement

To provide exceptional customer service and financial support in order to contribute to the continued growth and success of the Business.

Key Result Areas


·       Maintain company notice boards on site (including QHSE).

·       Ensure QHSE documentation is maintained and readily available using existing systems e.g. Logbooks, Hazard Reports, training & competency records, eLogbooks, PPE, toolbox talks.

·       Manage CAFM system as key user on site including PPM records, reactives and reporting.

·       Review Subcontractor performance and feedback through appropriate systems (e.g. Ariba)

·       Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.

People & Development

·       Promote and maintain company culture throughout teams.

·       Monitor and maintain the attendance planner.

·       Collate and process timesheets and expenses weekly.

·       Maintain people records such as new starters, leavers and any changes in staff.

·       Communicate effectively and build/maintain relationships at all levels with internal and external customers

·       answer calls and emails in a professional and timely manner.

·       Attend and participate in any relevant training courses.

·       Attend regular role specific meetings in order to share best practice.


·       Attend and participate in monthly Contract Review meetings.

·       Plan and arrange call outs, maintenance visits, delivery of materials, extra works within contracted SLAs.

·       Create monthly Customer Report with Contract Manager.

·       Ensure use of Preferred Suppliers is maximised and best practice “better buying” is in place.

·       Ensure company systems (e.g. Ariba, Webquote) are in use and kept updated.

·       Familiar with daily operations and the specific scope of the contract e.g. which services are covered and which are chargeable.


·       Ensure integrity of financial transactions for contract.

·       Attend and actively participate in weekly finance meeting with contract manager/subcontractors.

·       Create/raise Extra Works jobs.

·       Create accurate PO's in a timely manner.

·       Regularly review and process supplier invoices.

·       Raise sales invoices (complete billing) in line with company deadlines at the correct margin.

·       Run and review P&L's Monthly and influence P&L result.

·       Run and review WIP reports at least weekly.

·       Run open purchase order report weekly and review all open orders.

·       Run and review Debt report weekly.

Person Specification

Top 6 Behaviours


Organised (and ability to plan)




Attention to detail






Customer and team focus


Technical Skills


Use of an ERP system


Basic facility in maths


Basic facility in English


Customer service experience


Use of MS Office

·       Word

·       Excel

·       PowerPoint

·       Access

·       Visio

·       Outlook








CAFM systems

E/D (Depending on specific role)

E = Essential; D = Desirable