Job Title
Facilities Coordinator
Job Description Summary
Job Description
REPORTING RELATIONSHIPS
Reports to: Facilities Manager
Direct reports: Nil
SCOPE OF ROLE
In conjunction with the Waikeria Prison facility management team, successfully deliver and manage the requirements of the Project Agreement (PA) ensuring all key performance indicators (KPI’s) are met and exceeded, by implementing effective strategies to achieve financial targets, client satisfaction, and sub-contractor management ensuring efficiency in cost control and profitability of both the PPP and National Contracts respectively.
LEVEL OF AUTHORITY
As outlined in the delegation of Financial Authority Policy
KEY RELATIONSHIPS (INTERNAL/EXTERNAL)
Internal
- AM/FM Contract Manager
- Senior Facility Manager
- Facility Manager
- Stores Manager
- Contract Analyst
- Facility Co-ordinator
- Team leaders
- PPP Business Unit Governance Co-Ordinator
- Asset Management/Planned Maintenance team
- Vendor Management team
- Property Help Desk Team
External
- Client property team
- Suppliers
- Sub-Contractors
- Contractors
JOB PURPOSE
Responsible for:
- Raise and Manage Purchase orders from start to finish, ensuring financial costs are assigned to a relevant task
- Raise and Manage client invoicing within the 90-day timeframe dictated by the contract
- Track Manage and report on costs against service requests
- Manage reporting the accrual WIP
- Actively manage financial systems to ensure accuracy in reporting
- Prepare and distribute reports as required
- Attend client and contract review meetings as required
- Liaise with the Property Help Desk when required
- Support the Contract Manager in delivery of identified opportunities
- Identify and escalate risk in contract delivery
- Other duties as required by Contracts Manager
- Identify opportunities for improvement
ACCOUNTABILITIES
- Client reports are accurate and delivered on time
- Invoicing is completed on time to meet the 120-day rule
- At risk KPI’s are identified and escalated in sufficient time to rectify
- Assist with the delivery of KPI’s as outlined in the PA
- Contribute to a team performance that results in the successful delivery of the PA
- Assist the Facility management team in identifying and managing workflow
BACKGROUND AND EXPERIENCE
- Minimum of five years in a facilities administration or customer service role
QUALIFICATIONS & TECHNICAL SKILLS
- Minimum of five years’ experience as an Administrator
- Experience within the trade, property or facilities management industry preferred
- Computer skills – MS Word, MS Excel (advanced level), JDE & FSI (or equivalent) preferred
- Sound knowledge of Excel, Word, Outlook and JDE
- Excellent data analysis skills
- Understanding of Invoicing and Accounts payable functions preferred
PERSONAL CHARACTERISTICS
- Ability to implement and champion systems and best practices
- Good organisational skills, able to work with a high level of autonomy
- Good business English and ability to produce high quality written documentation
- Ability to deliver presentations and/or training in a small group situation
- Excellent customer service skills
- Planning ability – ability to prioritise workload
- Effective communication skills
- Team player
INCO: “Cushman & Wakefield”