Estates and Facilities Coordinator

at  Access Creative College

The role of Estates and Facilities Coordinator is to support the Director of Estates and National Estates Team in ensuring that all sites are maintaining company standards, complying with legislative requirements and meeting performance of the business, in the area of estates/facilities management and Health and Safety.

The Responsibilities of the Post Holder is to:

• Provide support to the site teams, being first point of contact for estates, facilities, and resourcing queries
• Coordinate the following systems:
• Statutory compliance and PPM diary and activities
• Service Contract Schedule including service reviews and contract coordination
• Approved Contractor Register
• Facilities and Technical Operations Inspection & Action Planning Programme
• Liaise with Site Teams and Contractors to schedule works and service visits in line with the diary system and college timetabling restrictions.
• Oversee department invoicing
• Coordinate and support the purchasing, distribution and management of equipment and resources throughout the national estate.
• Support the Estates Team in ensuring that all sites and company activity are compliant with health and safety legislation, company procedures and standards of best practice.
• Assist with the management of premises maintenance and contractors to ensure good working practices are maintained and works are carried out to a high standard
• Develop and maintain effective record keeping systems and electronic filing system and maintain filing systems for a variety of documents
• Collate and analyse data and produce reports (accident and safety statistics, site KPIs, cost / budget reports etc.)
• Respond to a range of enquiries both internally and externally by phone, e-mail or letter, including responding to routine correspondence as appropriate.
• Update and manage the Estates shared drive, schedules, diary systems, contractor registers and other systems as required.
• Process departmental invoices, including checking, logging and arranging payment, against budgets and agreements/contracts for works and services.
• To work flexibly and professionally in accordance with the Company’s policies and procedures including equality and diversity, safeguarding and health and safety policies.
• To undertake, support and promote appropriate continuing professional development and training.
• Perform any other duties as requested by the Director of Estates & Resources