You are applying for
Facilities Coordinator

Are you organised, proactive, and enjoy keeping essential business functions running smoothly?

We're looking for a Facilities Coordinator to support fleet administration, utilities and waste management, contractor relationships, site maintenance activities, and Health & Safety initiatives. This is a fantastic opportunity to play a key role in delivering efficient facilities services and making a positive impact across the business.

This is a permanent full time position which is fully office based at our head office in Tamworth.

Main Duties

Fleet Admin/Tasks:
• Responsible for fleet post and emails.
• Maintain all fleet records using internal fleet software
• Distribution of fines to drivers and a follow up to ensure payment was made.
• Delivery of cars to garages and prepare cars for new drivers.
• Be a point of contact for drivers.
• Liaise with insurers and drivers in the event of an accident.
• Checking Invoice costs
• Assessing mileage usage and actioning changes to leases where necessary.
• Arranging for foreign travel permissions for drivers
• Liaising with insurers for vehicle cover.
• Car inspections.
• Management of Pool cars for staff.

Waste:
• Control of Waste Transfer Notes and collation of waste amounts per contractor.
• Ensuring certificates and accreditation records from waste suppliers are current.
• Contacting waste suppliers in the case of a failed collection.
• Assessing waste supplier information to ensuring accuracy and all documents are in date.

Utilities:
• Input of data from utility bills.
• Ensuring bill accuracy.
• Contact with suppliers where necessary.
• Be a point of contact for meter reading companies.
• Liaising with the Purchasing and Accounts departments over suppliers, contractors and queries.
• Support any future changes and upgrades to incoming supplies.

Additional:
• Coordination of site repairs where required, coordinating with contractors and internal maintenance teams and stakeholders.
• Reasonable additional tasks related to the department.
• Support Health & Safety and Environmental initiatives where necessary.
• Assist with business continuity and disaster recovery planning activities.

Skills & Experience

Essential:
• Attention to detail, working with a high level of accuracy
• Communication skills – confidence in liaising with colleagues and suppliers
• Strong problem solving and organisational skills with an ability to prioritise workload
• Effective administrative skills
• Some flexibility may be required on an ad hoc basis dependant on work requirements
• Full Driving Licence
• Computer literate and familiar with Microsoft Suite, including Excel, Outlook etc

Desirable
• Experience dealing with utility companies and contracts
• Basic understanding of ISO14001 and ISO45001 standards
• Experience in fleet operations