Facilities Coordinator

Scolmore have an exciting new opportunity for a Facilities Coordinator to support our busy facilities team, dealing with a range of tasks including fleet and waste administration, dealing with utility suppliers and contractors.

Main Duties

Fleet Admin/tasks:
• Scanning and filing of vehicle post and emails.
• Distribution of Fines to drivers and a follow up to ensure payment was made.
• Delivery of cars to garages.
• Helping to prepare cars for new drivers.
• Be a point of contact for drivers.
• Help to liaise with insurers and drivers in the event of an accident.
• Checking Fleet Invoice costs against VPU.
• Assessing mileage usage and actioning changes where necessary.
• Arranging for foreign travel permissions from lease companies.
• Liaising with insurers.
• Car inspections.
• Booking of Pool cars to staff.

Waste:
• Scanning and filing 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 making sure that everything is up to date and in order.

Utilities:
• Input of data from utility bills.
• Ensuring bill accuracy.
• Contact with suppliers where necessary.
• Be a point of contact for meter readings.

Contractors:
• Ensure contractors insurance certificates and any licenses are current.
• Logging contractors into the contractor log and ensuring existing induction records are up to date.
• Monitoring of the maintenance schedules and booking appointments for services.
• Book repairs to fixtures and fittings.
• Conduct site inductions.

Additional:
• Reasonable additional tasks related to the department.
• Communication with the rest of the Facilities.

Skills & Experience

Essential
Attention to detail, working with a high level of accuracy
Communication skills – confidence in liaising with colleagues and suppliers
Problem solving skills
Strong 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 standards
Experience in fleet operations