Facilities Coordinator
Invictus Group
- Ensure calls through switchboard are managed with a welcoming, courteous and professional manner, seeking to anticipate their needs where possible.
- Record all switchboard data for the purpose of interrogation of patterns etc.
- Liaise with Landlord post room, to ensure all inward deliveries are received and distributed in a timely fashion.
- Sort & deliver all incoming (internal and external) post to individual desks.
- Record courier and postal servicing cost, split by cost centres
- To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
- Liaise with Landlord to ensure overall service to users in the building is maintained.
- Liaise with site contact/client on a regular basis, reporting any issues and concerns in a timely manner to management team.
- Maintain security and safety standards as required, ensuring that visitors are escorted and contractors do not have access to areas without the appropriate authorisation or supervision maintained.
- Maintain break out and kitchen areas (including loading and unloading of dishwashers) when janitorial team not available.
- Ensure cleaning washroom and kitchen area consumables are monitored and replenished throughout the day.
- Undertake daily building walkthroughs and support meeting room checks in accordance with local processes. Ensure all walkthroughs are documented and actions highlighted.
- Participate and proactively manage room and event set up requests
- Carry out monthly workplace inspections.
- Ensure signage and notice boards are always kept neat and tidy.
- Undertake weekly cleaning quality checks and highlight any non-compliance to Serviced Office provider. Ensure all quality checks are documented.
- To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
- To manage the centralized stationery stores, including printer paper, and to maintain the additional stationery orders & records
- Maintain a safe and tidy workplace.
- In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined.
- Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
- Follow required emergency prevention and operational controls.
- Report all accidents, occupational illnesses and emergencies.
- Managing and communicating the PPM schedule
- Access card management and distribution
- Managing staff lockers (access, assignment and faults).
- Be the point of contact for handovers to evening cleaning teams.
- Apply, execute and maintain function related quality issues.
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