Facilities Coordinator

Job Title

Facilities Coordinator
Job Description Summary

Job Description

REPORTING RELATIONSHIPS
Reports to: Facilities Manager

Direct reports: Nil

SCOPE OF ROLE
In conjunction with the Waikeria Prison facility management team, successfully deliver and manage the requirements of the Project Agreement (PA) ensuring all key performance indicators (KPI’s) are met and exceeded, by implementing effective strategies to achieve financial targets, client satisfaction, and sub-contractor management ensuring efficiency in cost control and profitability of both the PPP and National Contracts respectively.

LEVEL OF AUTHORITY
As outlined in the delegation of Financial Authority Policy

KEY RELATIONSHIPS (INTERNAL/EXTERNAL)

Internal

AM/FM Contract Manager
Senior Facility Manager
Facility Manager
Stores Manager
Contract Analyst
Facility Co-ordinator
Team leaders
PPP Business Unit Governance Co-Ordinator
Asset Management/Planned Maintenance team
Vendor Management team
Property Help Desk Team
External

Client property team
Suppliers
Sub-Contractors
Contractors
JOB PURPOSE

Responsible for:

Raise and Manage Purchase orders from start to finish, ensuring financial costs are assigned to a relevant task
Raise and Manage client invoicing within the 90-day timeframe dictated by the contract
Track Manage and report on costs against service requests
Manage reporting the accrual WIP
Actively manage financial systems to ensure accuracy in reporting
Prepare and distribute reports as required
Attend client and contract review meetings as required
Liaise with the Property Help Desk when required
Support the Contract Manager in delivery of identified opportunities
Identify and escalate risk in contract delivery
Other duties as required by Contracts Manager
Identify opportunities for improvement
ACCOUNTABILITIES

Client reports are accurate and delivered on time
Invoicing is completed on time to meet the 120-day rule
At risk KPI’s are identified and escalated in sufficient time to rectify
Assist with the delivery of KPI’s as outlined in the PA
Contribute to a team performance that results in the successful delivery of the PA
Assist the Facility management team in identifying and managing workflow
BACKGROUND AND EXPERIENCE
Minimum of five years in a facilities administration or customer service role
QUALIFICATIONS & TECHNICAL SKILLS

Minimum of five years’ experience as an Administrator
Experience within the trade, property or facilities management industry preferred
Computer skills – MS Word, MS Excel (advanced level), JDE & FSI (or equivalent) preferred
Sound knowledge of Excel, Word, Outlook and JDE
Excellent data analysis skills
Understanding of Invoicing and Accounts payable functions preferred
PERSONAL CHARACTERISTICS
Ability to implement and champion systems and best practices
Good organisational skills, able to work with a high level of autonomy
Good business English and ability to produce high quality written documentation
Ability to deliver presentations and/or training in a small group situation
Excellent customer service skills
Planning ability – ability to prioritise workload
Effective communication skills
Team player

INCO: “Cushman & Wakefield”

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