Facilities Coordinator

As the Facilities Coordinator, you will take the lead on workspace management systems and be responsible for the implementation of a new booking system, which will manage meeting space bookings, event operations, building occupancy systems and visitor management services.

The successful applicant will be able to demonstrate previous experience as a Facilities Coordinator (or similar role), in particular, experience of reviewing business processes and implementing new systems. You will have excellent organisational skills and a confident communicator with both internal personnel and external customers.

This is a full-time temporary role, to start as soon as possible for 6-9 months, with the possibility of extension. It is a 36.5 hour working week and the role will be based West of Cambridge City (good transport links and parking available at the nearby P&R site).

Specific Responsibilities

• Manage the day to day running of the departmental booking system, working closely with personnel across facilities, administration and IT as necessary
• Create and implement procedures, processes and systems relating to the new booking system and provide clear guidance for staff. Contribute to the website, maintaining accurate and up to date information, links and up-to-date handbooks/guidance/policy on the intranet
• Manage the departmental booking system including oversight of business rules, approval workflows and operational policy. Develop and implement booking process and procedure with continuous improvement reviews. Oversee all departmental event operations and resolve any queries or issues regarding facilities use, maintenance, venue hire, bookings and external events
• Provide training on the system to staff groups and new users and be the first point of contact for any technical issues
• Research new services and appliances to facilitate operations, conducting market research and compare costs and benefits when evaluating new vendors in line with internal financial procedures and regulations
• Ensure compliance with health and safety regulations. Complete regular safety checks, ensure staff are working in a safe environment, carry out a health and safety induction for all new staff, students and visitors, ensure the office/centre is fully prepared for safety audits. Coordinate with event organisers to ensure appropriate risk assessments are in place for events

Knowledge, Experience & Skills

• Experience of developing/reviewing business processes
• Demonstrate advanced knowledge of Soft Facilities co-ordination involving a critical understanding of relevant theory and/or principles
• Knowledge of building management services
• Excellent organisational skills
• Excellent communication and interpersonal skills
• Experienced user of Microsoft Office
• Knowledge of health & safety legislation and practice
• First Aider
• Degree level/Level 6 vocational qualifications or equivalent level of practical experience
• Experience of implementing soft facilities management systems

To apply for the role of Facilities Coordinator, please send a copy of your CV (in MS Word) outlining your suitability for the position.