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MacePeople
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London, Greater London
Facilities Coordinator
Overview
Facilities Coordinator (Maternity Cover) Mace Macro offers a complete facilities management service for companies anywhere in the world. Operating as a consultancy, managing agent or principal contractor, with a client base that includes global brands in over 40 countries. The opportunity Be a part of our facilities management business that oversees work for leading organisations across the public and private sectors around the world. To be working as a facilities coordinator maternity cover for 9 - 12 months. To be the FM departments first point of contact for administration within the FM team and to deputise for the assistant facilities manager when appropriate. Your responsibilities will include: Taking and relaying messages for the whole FM team. Assisting with all FM enquiries, manage FM24 helpdesk jobs. Emergency cover for reception. Building and maintaining good client relations with Macro and Invesco employees. Raising purchase orders and receipting invoices on Macro Proactis accounting system. Processing BACS payments and credit notes. Raising AFE codes when requesting additional funds Compiling and processing of monthly client recharge information. Management of supplier set-up/onboarding process. Managing, tracking and updating contract variation orders. Updating and managing the supplier contract register. Administration and management of small lease contracts. Building inspections, checklists and audits. Overseeing minor contracts. Undertaking DSE training and assessments. Stationery ordering and maintaining of supplies throughout site. Resolving any problems or complaints. Aiming to handle all queries within the bounds of own knowledge and experience but equally taking appropriate decisions about when to escalate issues upwards to the assistant facilities manager. Assisting in maintaining and adhering to the company’s QMS procedures and systems. Updating contract register. Updating personnel holiday and absence records in accordance with Macro project coordinator role. Ensuring all signed off invoices are recorded onto tracker system. Managing retrieval and archiving of documents for the FM department Updating the FM intranet pages on Infomace to ensure that all department and team information is up to date. Ensuring maintenance and upkeep of the site operations file and central filing are regularly updated including SharePoint. Coordinating and book FM team travel arrangements when required. About you You are digitally savvy, can build lasting client relationships. You will have a facilities management background and be hungry to grow your career and enjoy the opportunities Mace Macro have to offer. Rewards and recognition With Mace you will deepen your knowledge and skills, work with inspiring colleagues, influential clients and get to see the world. We invest in our people and provide a strong benefits package including private medical insurance allowance and health and wellbeing commitment that includes volunteer day "Mace is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for our people to excel."