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Facilities Coordinator
2 months ago
We are seeking a highly experienced and skilled Facilities Coordinator to join our team at the Baker Heart and Diabetes Institute. The successful candidate will provide administrative support to the Chief Infrastructure Officer and operational/coordination support to other staff within the division.
Key Responsibilities- Provide administrative support to the Chief Infrastructure Officer, including maintaining the financial administration of the division, raising purchase orders, reconciling invoices, and monitoring expenditures against budget.
- Liaise with third-party suppliers/contractors, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs).
- Act as the first point of contact within the division during working hours, ensuring phone calls are taken and queries are dealt with in a timely manner.
- Manage the FM Helpdesk, including custodianship of keys and contractor access cards, inventory management, and liaising with other staff, contractors, and supply chain partners.
- Produce monthly reports identifying performance against agreed targets and budgets.
- Maintain internal systems and workflow, advising the Infrastructure and FM team on administrative best practices.
- Manage all incoming mail, maintain divisional stationery, and prepare management reports and electronic presentations.
- Maintain soft and hard filing systems, ensuring consistency and supporting the management team where required.
- Minimum 2 years of experience in a similar position.
- Financial administration experience, including raising purchase orders and reconciling invoices using the TechnologyOne platform.
- Experience managing and monitoring FM contracts and service level agreements (SLAs).
- Experience working with and supervising contractors and suppliers.
- Office administration experience, including writing agendas, taking minutes, filing, and screening calls.
- Excellent time management and organisational skills.
- Excellent interpersonal skills to ensure effective and courteous interaction with colleagues, contractors, visitors, and scientists.
- Computer skills, including Word, email, and strong Excel skills.
The Baker Heart and Diabetes Institute is a world-renowned research centre dedicated to improving the health of individuals and communities. We offer a dynamic and supportive work environment, with opportunities for professional development and growth.
We are committed to creating a workplace that encourages diversity, inclusiveness, and equal employment opportunity for all employees. We welcome applications from all qualified candidates.
