Facilities Management Coordinator

Job Overview

Would you like to work for one of the UK's top employers? Are you an individual who takes pride in delivering an excellent service?

Mitie are looking for an Administrator to join our Site Team at RAF Lossiemouth delivering on our Future Defence Infrastructure Services (FDIS) contract.

Are you engaging, confident, professional and with excellent judgement? Do you have the ability to communicate effectively. Are you pro-active, responsive to the changing needs of the business, the demands of the customer and can you remain calm under pressure whilst remaining self-motivated. Finally are you versatile, innovative, reliable, discreet and well presented, giving a positive image of Mitie company values.

Main Duties:

Main duties of the Administrator consist of, but will not be limited to:

• Providing a professional service to our customer, contractors and colleagues.


• Providing administrative support for the effective, compliant and timely delivery of departmental duties in accordance with Government Regulatory and Statutory undertakings.


• Answering all incoming telephone calls promptly and professionally.


• Delivering and recording 4Cs briefings for all visitors and contractors.


• Processing security clearance and access pass requests and occasional escorting duties.


• As Site Team front of house, manage visitors & contractors including sign in/sign out and issuing/accounting for keys.


• Preparation and maintenance of reports as required by management utilising MS Excel, Work Manager or other bespoke IT systems i.e. Maximo & Eco Online to monitor and record business performance.


• Support management in formal meetings including booking suitable facilities, confirming site access for non-pass holders, recording attendance and producing accurate minutes and action logs.


• Organise and manage the office filing system in accordance with Mitie policy, both electronic and hard copy files.


• Ordering and accounting of stationary and office supplies.


• Support the ongoing completion of Quality Assurance, Health & Safety, Security & Fraud and Sustainability processes and initiatives.


• Produce, collate and issue supplier progress reports.


• Carry out regular office health & safety inspections.


• Maintain site office noticeboards.


• Closing of Work Orders.


• Provide assistance to staff, managers, and senior-level employees as needed i.e. Planned, Response and Billable Works Supervisors.


• Create, prepare, and deliver reports.


• Dealing with daily departmental enquiries via post, phone and email, taking accountability for correspondence.


• Plan, schedule, coordinate and / or monitor the flow of work requests through the complete production cycle.


• Co-ordination of Work Orders between department, Sub-Contractor / Service Lines and Client personnel.


• Complying with all Health & Safety and Environmental standards and policies.


• Any other works commensurate with the job role.


Qualifications:

NVQ level 2 qualification in administration, a related discipline or equivalent experience.

Knowledge, Skills & Experience:

You will ideally have administration experience with organisational skills and a high degree of integrity.

Good verbal and written communication skills and the ability to develop professional working relationships.

Good all-round standard of education, especially literacy and numeracy (educated to Standard Grade English and Maths or equivalent).

IT literate with a good working knowledge of MS Office applications.

Ability to adapt to change and undertake additional training when required.

Significant practical experience in administration including a good understanding of administration requirements in a fast-paced environment, data processing and management and prioritising tasks to meet tight deadlines.

Ability to work as part of a team and ensure compliance with KPIs.

What we are looking for:

• Team orientated person.


• The ability to plan and set schedules.


• The initiative and confidence to work to set schedules.


• Good interpersonal, written and verbal communication skills.


• Organisation and prioritisation skills.


• Customer Service experience.


• Drive and enthusiasm to gain the knowledge required to carry out the role.


• Familiarity or capability to learn and utilise Facilities Management Software.


• Proficient use of Microsoft Packages to produce detailed spreadsheets, org charts, communication documents etc.


• An understanding of Facilities Management.

Additional Information:
Support a safe working culture and adhere to the Health and Safety procedures, processes and the law.
Required to Comply with the General Data Protection Regulations and observe confidentiality.
Be willing to undergo security checks as a pre-requisite to employment.

Are you engaging, confident, professional and with excellent judgement? Do you have the ability to communicate effectively. Are you pro-active, responsive to the changing needs of the business, the demands of the customer and can you remain calm under pressure whilst remaining self-motivated. Finally are you versatile, innovative, reliable, discreet and well presented, giving a positive image of Mitie company values., NVQ level 2 qualification in administration, a related discipline or equivalent experience.

Knowledge, Skills & Experience:

You will ideally have administration experience with organisational skills and a high degree of integrity.

Good verbal and written communication skills and the ability to develop professional working relationships.

Good all-round standard of education, especially literacy and numeracy (educated to Standard Grade English and Maths or equivalent).

IT literate with a good working knowledge of MS Office applications.

Ability to adapt to change and undertake additional training when required.

Significant practical experience in administration including a good understanding of administration requirements in a fast-paced environment, data processing and management and prioritising tasks to meet tight deadlines.

Ability to work as part of a team and ensure compliance with KPIs.

What we are looking for:

• Team orientated person.


• The ability to plan and set schedules.


• The initiative and confidence to work to set schedules.


• Good interpersonal, written and verbal communication skills.


• Organisation and prioritisation skills.


• Customer Service experience.


• Drive and enthusiasm to gain the knowledge required to carry out the role.


• Familiarity or capability to learn and utilise Facilities Management Software.


• Proficient use of Microsoft Packages to produce detailed spreadsheets, org charts, communication documents etc.


• An understanding of Facilities Management.

Additional Information:
Support a safe working culture and adhere to the Health and Safety procedures, processes and the law.
Required to Comply with the General Data Protection Regulations and observe confidentiality.
Be willing to undergo security checks as a pre-requisite to employment.