To manage, plan and follow all works orders within 4 Missions (UKDEL, EMB, UKREP & CS) for Offices, Official Residences and Staff Residential Properties as well as making sure that targets is met in order to meet all obligations to the client as outlined in the site specific schedule of works and ensure delivery is in line with contractual obligations
Responsibilities Knowledge Skills & Experience
The FM Works Coordinator will coordinate and implement the requirements to ensure all aspects of safety is at, or better, than the requirements of current legislation and the Best Practise Guides such as ensuring contractors completed and signed Contractor Induction for example.
Follow up and managing of all Reactive Work Orders and New Works such as ESTREQ, INPRGRS, APPR and ensure that the log is updated on Maximo as well, if extension is needed.
Organise Works order (reactive, New Works) with contractors, technicians and if needed request Call Out through the order.
Request Estimate from Contractor on Works orders on Status EST REQ from and pass on estimates to Technical Supervisors / FM Manager.
Process the quote on Maximo from EST REQ to FINREV.
Request Maximo POs on New Works and FMRs Projects and pass on to Contractors as well as organising appointment with clients.
Processing quotes on Maximo as well as completing New Works and putting on status FINREV.
Organise a monthly cleaning audit with the cleaning company and if there are any remedial to inform the cleaners.
Organise with contractors the fixed fees tasks such as window cleaning, IT cleaning, carpet cleaning and various other tasks.
Organising weekly Maximo Monitoring with the Team following the FCO outstanding Works Orders
Written / spoken English and French are essential, Dutch would be an advantage.
Articulate, professional with excellent customer services skills
Be prepared to attend all relevant training sessions and meetings.
Excellent interpersonal skills and a bright, friendly demeanour essential.
Excellent communication skills, written and oral
Demonstrated ability to communicate effectively at all levels, including internal and external customers, co-workers, suppliers, partners and subcontractors.
Ability to maintain very high levels of confidentiality critical.
Proven ability to prioritise work, working within tight deadlines, and multi-tasking, namely planning, organising and monitoring several activities at the same time.
Good decision making and problem solving abilities is essential.
The role requires high levels of reliability, dependability, honesty and integrity.
Articulate and organised to ensure, business documentation is maintained, and kept in line with company policies and procedures and contractual obligations and requirements.
Attention to detail and strives for operational excellence.
Must have a sound understanding of quality management systems, information management systems and databases
IT literate with an advanced level of Microsoft Office applications.
Capable of working under pressure with minimum supervision.
Logical, self-starter able to work with minimal supervision.