FM Co-ordinator – Systems/Database 39 views

FM Co-ordinator – Systems/Database

Job Type : Permanent, Full Time

Salary :

This is a great opportunity to work within the FM team to support the effective delivery of soft and hard services across the site.
Works Order System Admin
Use of Planet FM, Call logging and work order (WO) management system.
Determine priority of service /equipment issue, log onto PlanetFM and release WO to maintenance team and/or third party contractors
Chase down / follow up jobs logged with Maintenance Team and external contractors
Provide updates to staff (end users) on time to fix
Monitor PPMs due in following quarter converting to 'live' works orders
Raise works/purchase orders for legislative inspections for all plant and equipment – contractor delivered
Prioritizing incoming re-active maintenance requests and assign to external contractors or internal resource as required.
Tracking, updating and management of work orders due and overdue.
Checking completion of work order.
Chase receipt of service reports, review and raise follow up actions/recommendations linked to works order
File service reports and any subsequent paperwork proving works complete
Escalate potential non- compliances to management when identified.
Provide regular reports on service delivery to Facilities Manager
Suppliers
Obtain competitive quotations for works and services
Raise requisitions, follow up purchase orders, check receipt of goods/services
Management of Permit to Work Process – ensuring that all paperwork is held on SharePoint with link set within PlanetFM
Keep records of expenditure by supplier
Ordering of catering equipment and supplies
Ensuring vending machines are replenished and functioning
Waste – management of supplier certification, filing of waste transfer notes, logging of waste stream data
Contractor liaison in relation to service failures
Raising invoice queries with suppliers/contractors obtaining credits as required
Security
Manage access control systems in relation to issue and changes to security badges
Manage security open/lock services and alterations
Monitoring of contractor service against SLAs
Monthly reporting of contractor performance
Managing diary/forward plan of contract renewals
Ensuring all contractor visits planned or reactive are within plant engineering diary and recorded on PlanetFM
Log all FM staff training certification/quals into PlanetFM setting expiry date and reminder 3 months prior
Administration
Administration of pool cars ensuring road worthiness through servicing and repairs, MOT and Road Tax records
Obtaining and keeping copies of driving licenses of staff using pool cars ensuring that they are in date, do not have over 6 points and have completed driver trainer prior to every use/issue of keys
Upkeep of key site databases (SharePoint):GRA, D&T, DSE, CRW, Waste Disposal and Archive Store
Ensure documents are reviewed and updated by owners at agreed intervals and re-issued
Upkeep of soft and hardcopy filing systems
Weekly inspection of kitchens, toilets and rest areas for cleanliness and logging of issues/repairs
Weekly inspection of all walkways to ensure clear of obstructions and cleanliness
Car parking management
Production of signage as required
Participate in Facility improvement projects
Keep a log of department overtime by job
Ensuring supply of COSHH labels available, supplying forms, carrying out audits
D&T Database work for whole site – all depts
Maintaining log of CRWs and CRPs in support of project works
Assist with general administrative duties as assigned
Essential Skills
General understanding of Facilities maintenance / soft services (cleaning, catering, etc)
Significant experience in use of Microsoft Office
Experience in use of works order or similar software management system
Data capture and entry / administration of information held within systems
Ability to grasp / obtain detailed information
Ability to work under pressure and deal with competing priorities
Team player – able to develop good relationships to gain understanding of service deliverables
Customer focused – internal client
Desirable skills
Demonstrate understanding of end to end workflow processes
CAD/Visio or similar
We endeavour to reply to all applications, however, if you haven`t heard from us within 7 days, you have been unsuccessful with this particular role. You are very welcome to apply to future advertisements placed by Grafters Recruitment Consultants / Grafters Accountancy Personnel

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