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Operations Coordinator

Ipswich, Suffolk
Job Type
1 Sep 2022
Global Workplace Solutions is a division of CBRE providing integrated solutions across large multi-discipline property portfolios. We are an organisation that has people at the heart of its culture and our aim for this account is to deliver an exceptional service to BT. Our BT Workplace team provide a full range of building maintenance services to their 7,000 buildings in the UK, from commercial offices and telephone exchanges to call centres and retail shops. We encourage new ways of working, driving innovation, whilst always living to our RISE values. Respect Integrity Service Excellence The role: Operations Coordinator - Adastral Park Reporting to the Area Operations Manager, the Operations Coordinator will provide overarching support to both our technical engineering team and our local customer. Providing the face and voice of CBRE at Adastral Park, the Operations Coordinator will liase with our key customers on a daily basis, identify faults across the park and ensure that these are logged before the customer even sees them. Also providing the operations team with all operations co-ordination and administration support in systems admin, this will include but not limited to task prioritisation and system close-out, purchase spend control, ordering of materials and uniform, logging of H&S hazards and any other project admin as may be required. To provide effective, efficient, and timely support to the regional operational team to ensure consistency of process. The Operations Co-ordinator will have the ability and willingness to regularly travel within the territory that they provide support to. Key responsibilities are as follows: Embrace the health and safety culture of the organisation in all aspects of the role Provide all business co-ordination and administrative support to the team including but not limited to o General administration requests o Technical administration o BASOL delivery as required and covered below Administer the Key People Database to ensure it is fully updated and in line with BT Property requirements Maintain BASOL (access) database and requests within the parameters set out by BT Security for all BT Facilities Services staff and contractors to ensure an efficient and timely response to requests and queries Provide operations co-ordination and administration to the regional team or part of the team as identified by the Operations Co-ordination Manager to support operational objectives Working with other Operations Co-ordinators in the region, and occasionally nationally, to provide cover for leave and absence Maintain and update SharePoint files Establishment and ongoing maintenance of registers, logs, databases and trackers as required and directed by the Operations Co-ordination Manager Organise, support and attend team meetings and events as required including Territory Management Team meetings, taking and circulating notes as required Support the team in the keeping of records, producing monthly reports and collation of performance reports as required Undertake ad-hoc projects as required by the team members (i.e. water management admin; CORGI admin etc.) Keep updated logs of various certificates (i.e. Life registration & certification etc.) Respond to all requests efficiently, accurately and in a timely manner, ensuring all records are accurate and complete Focused on delivering measurable outcomes and seek to continually raise standards of performance Deputise for the Operations Co-ordination Manager as required Taking ownership of tasks, being accountable for responsibilities and knowing when to escalate where appropriate To provide additional support to other members of the team as required Able to work independently and take initiative with limited supervision To be flexible and adaptable to change and support the operational business requirements Have a clear understanding of role and responsibilities Undertake ad-hoc projects as directed by the Operations Co-ordination Manager and on occasion any member of the senior operations team Collation and maintenance of regional inventories of assets, equipment and stocks Accurate processing of key contractual documents on an ongoing basis including all KPI12 and 13 Cleaning and Grounds Maintenance Quality Audits and maintaining records of completion Ordering provisions and supplier either via internal Finance team or on behalf of BT via i-Buy Complete administration of the regional Out Of Hours rota accurately and in a timely manner Attend and contribute to the Operations Co-ordination department team meetings Any other reasonable request The colleague must understand their environmental responsibilities and follow the BT Facilities Services environmental policy, procedures and routines correctly to make sure that their work is in line with the environmental policy and support the business in achieving its environmental objectives. Accountable for the completion of standard or non-standard tasks within own area Acts as part of a team to delivers activities which support operational objectives Manages a variety of tasks and is able to plan accordingly within the short-term Makes decisions within parameters set by manager, using job/specialist experience Maybe subject to regular local supervision of progress against results and escalates issues when required Interacts with stakeholders around specific work efforts and deliverables Supports delivery of Health and Safety policy and standards Supervises the activities of others to meet deadlines and quality standards taking account of impact outside area of responsibility Supports the identification of ways to reduce cost May work within a given budget May supervise a small team- typically spending more than 50% of time supervising May assist less experienced staff Manages the delivery of a team and escalates individual performance issues It is recognised that the administration of BASOL will remain in 5 distinct data feeds, each requiring a main Administrator (CLM) and a deputy Administrator (deputy CLM). One of the main Administrator post holders will also be required to act as the National Lead CLM Administrator for BASOL. The BASOL system and five data feeds may be subject to change as directed by BT. Person Specification: Has awareness of cost/benefit as applicable to tasks performed Able to organise a small team of individuals carrying out similar tasks For non-supervisory roles performs skilled work requiring technical training (NVQ3 or equivalent) Up to 3 years business experience, Level 3 NVQ or Certificate Level of Qualification. Graduate entry point Good working knowledge of Microsoft Office suite and Visio required. Able to remain effective under demanding and highly pressurised situations. Strong ability to communicate effectively at all levels, both verbally and written. Our mission: To build a world-class business through exceptional service and exceptional people RESPECT We act with consideration for others' ideas and share information openly to inspire trust and encourage collaboration. INTEGRITY No one individual, no one deal, no one client, is bigger than our commitment to our company and what we stand for. SERVICE We approach our clients' challenges with enthusiasm and diligence, building long-term relationships by connecting the right people, capital and opportunities. EXCELLENCE We focus relentlessly on creating winning outcomes for our clients, employees and shareholders
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  • Job Reference: 701343923-2
  • Date Posted: 1 September 2022
  • Recruiter: CBRE (LFM)
    CBRE (LFM)
  • Location: Ipswich, Suffolk
  • Salary: On Application
  • Sector: Real Estate & Property
  • Job Type: Permanent