Facilities Management Coordinator
hace 14 días
Durham
1. Job Purpose \n \n The Facilities Management Coordinator will provide practical operational support across a growing portfolio of facilities management, asset management, statutory compliance, auditing, maintenance and project commissions. The role will combine site attendance, data collection, compliance support and office-based coordination. \n \n The postholder will work alongside Facilities Managers, Building Surveyors, Quantity Surveyors, health and safety colleagues, contractors and client teams. They will help gather reliable site information, maintain asset and compliance records, support surveys and audits, assist with scopes of work and track remedial actions through to completion. \n The role is intended for someone with a sound working knowledge of facilities management who can work confidently on operational sites and who wants to develop broader experience across property, compliance, maintenance, asset management and project delivery. \n \n 1. Property and Client Environment \n The role may support commissions across a varied property portfolio, including: \n\n • Schools and education properties.\n, • Residential accommodation and housing portfolios.\n, • Commercial offices and operational buildings.\n, • Leisure centres and public facilities.\n, • Community and cultural buildings.\n, • Heritage and listed properties.\n, • Private sector and public sector client estates.\n, • Other property types added to the Facilities Management portfolio.\n\n \n 1. Key Responsibilities \n 4.1 Asset Data Capture and Asset Management \n\n • Attend client sites to undertake structured asset data collection, verification and photographic capture.\n, • Identify and record building services, plant, equipment and other maintainable assets.\n, • Capture asset information including asset type, location, manufacturer, model, serial number, condition, operational status, maintenance requirements, compliance requirements and relevant certification dates.\n, • Review existing asset information against actual site conditions and identify missing, duplicated, incomplete or inaccurate records.\n, • Assist with the preparation and maintenance of asset registers.\n, • Support the development of planned preventative maintenance schedules and asset maintenance requirements.\n, • Assist with mapping assets to suitable maintenance frequencies, statutory requirements and SFG20 schedules where applicable.\n, • Support the transfer of verified asset information into CAFM systems and client databases.\n, • Complete data quality checks before records are issued to clients or uploaded to operational systems.\n\n \n 4.2 Facilities Management Site Support \n\n • Attend properties alongside Facilities Managers, surveyors, contractors and client representatives.\n, • Assist with building inspections, condition assessments, facilities management reviews and site surveys.\n, • Record defects, maintenance requirements, compliance concerns and operational issues.\n, • Take clear, structured site photographs and maintain supporting records.\n, • Prepare site notes, inspection records, measurements and action trackers.\n, • Assist with identifying repair and maintenance requirements and escalating higher-risk issues.\n, • Support follow-up inspections to confirm remedial works have been completed satisfactorily.\n, • Assist with contractor site visits, access arrangements and technical inspections.\n\n \n 4.3 Statutory Compliance Support \n Assist the Facilities Management team with monitoring and coordinating property compliance requirements. Typical areas may include: \n\n • Fire risk assessments, fire alarms, emergency lighting, fire doors and fire extinguishers.\n, • Electrical inspection and testing, including EICRs and portable appliance testing.\n, • Gas safety and associated heating plant compliance.\n, • Legionella risk management and water hygiene.\n, • Asbestos management.\n, • Lifts, lifting equipment and associated inspection requirements.\n, • Lightning protection and roof safety systems.\n, • Heating, ventilation, air conditioning and building management systems.\n, • Pressure systems, access systems, security systems and other statutory or planned maintenance requirements.\n, • Review compliance records and certification for completeness, validity and expiry dates.\n, • Maintain compliance trackers, action plans and supporting evidence.\n, • Identify missing records, expired certification, incomplete inspections and outstanding remedial actions.\n, • Escalate potential compliance failures, overdue actions or significant risks to the responsible Facilities Manager.\n, • Support periodic compliance reviews, assurance exercises and client reporting.\n\n \n 4.4 Auditing and Assurance \n\n • Assist with facilities management, statutory compliance and contractor audits.\n, • Undertake structured desktop reviews of records, certificates, maintenance information and supporting documentation.\n, • Attend properties to verify records against site conditions.\n, • Support sample audits of statutory compliance information, planned maintenance records and completed works.\n, • Assist with the review of contractor RAMS, competence information and supporting evidence within the limits of training and authorisation.\n, • Identify gaps, inconsistencies and areas requiring corrective action.\n, • Maintain audit evidence, findings logs and action trackers.\n, • Assist with follow-up reviews to confirm corrective actions have been completed.\n\n \n 4.5 Scopes of Work and Project Support \n\n • Assist Facilities Managers and technical colleagues with preparing scopes of work for repairs, maintenance, compliance remedials and minor projects.\n, • Gather measurements, photographs, site information, defect details and existing asset information.\n, • Assist with defining the extent of remedial works required.\n, • Help prepare clear work descriptions and supporting information for contractor pricing.\n, • Support the preparation of schedules of work and tender or quotation information.\n, • Attend pre-start, progress, snagging and completion inspections where required.\n, • Record project progress, outstanding actions and completion information.\n, • Support the collection of handover documents, certificates, warranties, operating manuals and updated asset information.\n\n \n 4.6 Health and Safety \n\n • Follow company and client health and safety procedures during all activities.\n, • Assist with the administration and review of risk assessments and method statements.\n, • Identify hazards during site inspections and report concerns promptly.\n, • Support contractor compliance checks and permit-to-work arrangements where applicable.\n, • Maintain accurate records relating to inspections, identified risks and required actions.\n, • Apply safe working practices when accessing plant rooms, service areas, basements, roofs or other controlled areas.\n, • Work only within personal training, competence and authorisation, escalating technical or higher-risk matters where required.\n\n \n 4.7 CAFM and Information Management \n\n • Assist with maintaining accurate information within CAFM and property management systems.\n, • Create and update asset records, PPM information, compliance dates, inspection records, work orders, remedial actions, site notes, photographs and certificates.\n, • Support ongoing data cleansing and data quality checks.\n, • Assist with producing reports and information extracts for Facilities Managers and clients.\n, • Work with systems such as Access Maintain, Concerto or other client systems. System-specific training will be provided where required.\n\n \n 4.8 Client and Contractor Coordination \n\n • Communicate professionally with clients, contractors, site managers, caretakers and other stakeholders.\n, • Arrange access for surveys, inspections, maintenance visits and contractor activities.\n, • Assist with coordinating maintenance and compliance activities.\n, • Provide clear updates to the responsible Facilities Manager on completed, outstanding and overdue actions.\n, • Maintain professional working relationships with client representatives and site personnel.\n, • Represent the Facilities Management team appropriately when attending client properties.\n\n \n Desirable \n Application / interview \n Asbestos, Legionella, fire safety or working at height awareness training. \n \n Desirable \n Application / certificate \n \n 1. Desirable Experience \n\n • Asset surveying and asset data capture.\n, • CAFM systems and property databases.\n, • SFG20 or equivalent maintenance standards.\n, • Property and statutory compliance monitoring.\n, • Facilities management and contractor auditing.\n, • Building condition inspections.\n, • Contractor coordination and minor works.\n, • RAMS and contractor document review.\n, • Scope of work preparation.\n, • Public sector estates, schools, residential property, commercial buildings or leisure facilities.\n, • Fire, electrical, gas, water hygiene or asbestos compliance.\n\n \n 1. Skills and Behaviours \n\n • Methodical approach to work and strong attention to detail.\n, • Ability to organise and prioritise a varied workload across several active workstreams.\n, • Confidence attending unfamiliar sites and engaging with site representatives.\n, • Ability to identify problems and report them clearly and accurately.\n, • Ability to work effectively within a multidisciplinary property and facilities management team.\n, • Good record-keeping and information management skills.\n, • Practical approach to property, maintenance and compliance issues.\n, • Willingness to learn and develop technical knowledge.\n, • Ability to challenge incomplete or inaccurate information appropriately.\n, • Ownership of assigned actions through to completion.\n\n \n 1. Working Arrangements \n\n • The role will involve a combination of office working, remote working and regular site attendance.\n, • Regular travel throughout North Yorkshire and surrounding areas will form part of the role.\n, • Occasional travel to projects elsewhere in the UK may be required depending on client commissions.\n, • Site work may involve plant rooms, service areas, basements, external areas, roof access and other operational environments. Appropriate training, PPE and access arrangements will apply.\n, • The postholder may need to adjust working patterns occasionally to support client access, inspections or project requirements.\n\n \n \n
