Job Description:

Facilities Coordinator

Up to £29k | Full-Time | Permanent | Tamworth, Staffordshire

We are delighted to be recruiting for an exciting opportunity for a Facilities Coordinator to join an established and busy facilities team based in Tamworth.

This is a varied and hands-on role supporting the day-to-day facilities operation across the business. The successful candidate will coordinate a range of activities including fleet administration, waste management, utilities, site repairs, contractors and facilities-related compliance, while providing an efficient and responsive service to colleagues and suppliers.

This is an excellent opportunity for an organised and detail-focused individual who enjoys working across a varied workload and is confident communicating with internal teams, external suppliers and contractors.

The Role

As Facilities Coordinator, you will support the Facilities & HSE Manager with the effective coordination and administration of the company's facilities activities.

You will be responsible for maintaining accurate records, coordinating contractors and suppliers, supporting fleet operations, monitoring utility and waste information, and ensuring facilities-related tasks are completed efficiently and accurately.

The role will involve working closely with colleagues across the business, as well as external suppliers, contractors, insurers and service providers.

Key Responsibilities

Fleet Administration

• Manage fleet-related post and emails.
• Maintain accurate fleet records using the company's internal fleet software.
• Distribute vehicle fines to relevant drivers and follow up to ensure payment has been made.
• Arrange delivery of company vehicles to garages.
• Prepare vehicles for new drivers.
• Act as a key point of contact for company vehicle drivers.
• Liaise with insurers and drivers in the event of vehicle accidents.
• Check and verify fleet-related invoices and costs.
• Monitor mileage usage and arrange changes to vehicle leases where necessary.
• Arrange foreign travel permissions for drivers.
• Liaise with insurers regarding vehicle cover.
• Arrange and support vehicle inspections.
• Coordinate the management of pool cars for staff.

Waste Management

• Control and maintain Waste Transfer Notes.
• Collate waste volumes and information from contractors.
• Ensure certificates, accreditations and relevant documentation from waste suppliers remain current.
• Liaise with waste suppliers where collections have failed or issues arise.
• Review waste supplier information to ensure records are accurate and all required documentation is in date.

Utilities

• Input and maintain data from utility bills.
• Check utility bills for accuracy and identify discrepancies.
• Liaise with utility suppliers to resolve queries and issues.
• Act as a point of contact for meter-reading companies.
• Liaise with Purchasing and Accounts regarding suppliers, contractors and queries.
• Support future changes, upgrades and developments to incoming utility supplies.

Repairs & Contractors

• Coordinate site repairs and maintenance activities as required.
• Liaise with external contractors and internal maintenance teams.
• Coordinate access, appointments and completion of repair works.
• Ensure relevant internal stakeholders are kept informed of repair and maintenance activities.
• Follow up outstanding works and resolve issues where necessary.

Health, Safety & Environmental Support

Support the Facilities & HSE Manager with Health & Safety and Environmental initiatives.

Assist with maintaining relevant facilities and environmental records.

Support business continuity and disaster recovery planning activities.

Assist with facilities-related compliance and administration.

Additional Responsibilities

Undertake reasonable additional duties relating to the Facilities function.

Provide flexible support to the wider business as required.

Work collaboratively with internal departments and external suppliers to ensure an effective facilities service is maintained.

About You

We are looking for an organised, proactive and detail-focused individual who can manage a varied workload and ensure tasks are completed accurately and on time.

You will be confident communicating with colleagues, suppliers and contractors and will be comfortable dealing with queries, resolving problems and coordinating multiple activities simultaneously.

You should have:

Excellent attention to detail and a high level of accuracy.

Strong communication and interpersonal skills.

Confidence when liaising with colleagues, suppliers and contractors.

Strong problem-solving skills.

Excellent organisational and prioritisation skills.

Effective administrative skills.

Good IT skills and confidence using Microsoft Office, including Excel and Outlook.

A proactive approach and the ability to work independently.

The ability to manage competing priorities and meet deadlines.

Flexibility to respond to ad hoc requirements.

A full UK driving licence.

Desirable Experience

Experience in any of the following areas would be advantageous:

Fleet administration or fleet operations.

Facilities administration or coordination.

Working with utility companies and utility contracts.

Working with external contract