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CAFM Coordinator - Greater Manchester

£22,000 - £27,000 - Facilities Management

Ref: 1311 Date Posted: Tuesday 09 Feb 2021

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

QUALIFICATIONS, SKILLS AND EXPERIENCE

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

DUTIES AND KEY RESPONSIBILITIES

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 | www.blockrecruit.co.uk | 020 3900 0401 | stella@blockrecruit.co.uk

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CAFM Coordinator - Greater Manchester

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