Job Title

Facilities Coordinator

Job Description Summary

Job Description

REPORTING RELATIONSHIPS

Reports to:                       Contract Manager

Direct reports:                 Nil

SCOPE OF ROLE

In conjunction with the client management team, successfully deliver and manage the Master Services Agreement (MSA) 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 profitability.

LEVEL OF AUTHORITY

As outlined in the delegation of Financial Authority Policy

KEY RELATIONSHIPS (INTERNAL/EXTERNAL)

Internal

AIA Contact ManagerInternal Trade ServicesFinance TeamProperty Help Desk TeamContractor Registration/JDE linking team

External

AIA Facilities/Property teamTenantsSuppliersSub-Contractors

JOB PURPOSE

Responsible for:

Client reporting

In conjunction with reporting specialist

prepare monthly reportsPrepare quarterly reportsPrepare annual reports

              Client liaison

Attend client and tenant meetingsTake meeting minutes (as required)Record agreed action pointsMonitor action points to completionSupport the Contract Manager in delivery of identified opportunities

Invoicing/aged debt

Manage reactive invoicingManage PPM invoicingAccrual of PM’sPresent invoices to clientActively manage WIP to completionActively managed aged debt

Additional tasks

Provide first point of contact coverage to the Contract Manager in the event of leave or other absences

ACCOUNTABILITIES

Client is invoiced for all completed works in the month completedInvoice or WIP issues are proactively managed to completionClient reports are delivered on timePPM are completed to invoicing stage on timeAssist with and monitor the delivery of KPI’s as outlined in the MSAAssist in the preparation and delivery of periodic and ad hoc reportsClient receiving service exceeding their expectationsIncreasing business activity where possible to meet targetsContribute to a team performance that results in the successful re-negotiation of contract extensionsPrepare monthly non-recoverable labour reportMaintain accurate records of variations to the MSA, meeting minutes and agendasLiaise with the internal stakeholders – Property Helpdesk, Finance and Facilities Services on queriesSupport the AIA FM contract team in delivery of identified opportunitiesOther duties as required by Contacts Manager

BACKGROUND AND EXPERIENCE

Minimum of two years in a facilities or property administration or customer service roleIndustry experience in Outsourced Facilities Management preferred

QUALIFICATIONS & TECHNICAL SKILLS

Relevant tertiary qualification – Property, Facilities Management or BusinessExcellent data analysis skillsUnderstanding of Invoicing and Accounts payable functions preferredSound Knowledge of Excel, Word, Outlook and JDE

PERSONAL CHARACTERISTICS

Excellent customer service skillsPlanning ability – ability to prioritise workloadEffective communication skillsTeam player

 

 

 

INCO: “Cushman & Wakefield”