CAFM Coordinator, Jobs, 1311

CAFM Coordinator - Greater Manchester

£22,000 - £27,000 - Facilities Management
Ref: 1311 Date Posted: Monday 25 Jan 2021
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As a CAFM Coordinator your responsibilities will be:
  • To monitor, plan and schedule both the PPM (‘Planned Preventative Maintenance’) and reactive works for both in-house staff and contractors.
  • To monitor and maintain the CAFM (‘Computer Aided Facilities Management’) system from an operational perspective.
  • To assist and support the Facilities Management team to successfully deliver the business objectives.
  • Management of administration for FM portfolio, including arranging inspections, ordering consumables and other similar tasks
  • To continue to improve knowledge and skills in line with business requirements.
With support and guidance from Head of FM (North) and wider team:
  • Monitor the PPM schedule for both in house staff and contractors
  • To monitor SLA’s (‘Service Level Agreements’) and dates for PPMs ensuring dates are met for compliance actions
  • Working with Supplier Management team to ensure Health and Safety compliance is met from contractors
  • Monitoring of costs in line with budgets.
  • Contractor liaison
  • Support the team and others on block management issues.
  • Undertake regular audits of PPM’s and report to business
  • Ensure administration relating to the portfolio is maintained in line with business KPI’s (‘Key Performance Indicators’) and SLA’s
  • Good understanding of CAFM systems and previous demonstrable experience using FSI is essential
  • A positive and proactive outlook
  • BIFM / IWFM – Level 3 Diploma or Level 4 Certificate required
  • Membership to IWFM / RICS desirable
  • Good working knowledge of MS Excel and Word
  • Effective communication skills, both verbally and with written reports are essential
  • Excellent administration and time management skills
  • Comfortable dealing with large amounts of data
  • Customer focused with proven delivery of such to residents, contractors and colleagues
  • Some knowledge of H&S and CDM regulations (‘Construction (Design and Management) Regs’)
  • An understanding of Financial and Commercial impacts of works
  • Experience of QUBE would be beneficial
  • Ensure each building/estate is managed in accordance with all current legislations, policies & management contracts and relevant leases.
  • Update and maintain the CAFM system, using FSI for the Facilities team, including property information and access details
  • Ensure all PPMs due have resources allocated and access instructions issued to contractors. Liaise with property managers on access as appropriate
  • Close down PPMs on a monthly basis for contractors that are not using the system, working towards getting all contractors to use the system
  • Using FSI raise reactive jobs and allocate tasks to appropriate contractor
  • Allocate FSI tasks following block inspections and other property inspections by inhouse teams and external parties
  • Conduct audits of contractor paperwork and Constructionline status, following up where necessary
  • Order consumables for blocks with shared facilities, as and when needed
  • Analyse PPMs due, to find ways of consolidating for logistical and financial efficiencies
  • Work with the wider team to ensure budgets are met and work to reduce the percentage of gross to net; work closely with Asset Management
  • Assist with the integration of new instructions into the portfolio ensuring all information is correct and set up on relevant systems
  • Comply with all Health & Safety regulations for the portfolio and ensure corrective actions are noted on relevant systems
  • Recommend options and opportunities to improve the performance of contractors
  • Maintain proper and accurate records of inspections, correspondence, certificates, H&S documents etc and ensure that they are properly stored on database across all sites in the portfolio.
  • Work with other members of the Operations team and other departments as required
  • Liaise with property management department, updating on issues and maintaining good internal communication
  • Prepare property files and reports as necessary for sale and client reporting
  • Maintain and deliver regular reports as required
  • Support the development and success of the Block and Facilities Management Team
  • Customer centric ethos to aid in improving NPS scores across the business
  • Ensure administration relating to the portfolio is maintained in line with business KPI’s and SLA’s
Contact: Stella Stratton | | 020 3900 0401 |
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