Atlas Workplace Services is excited to offer a fantastic opportunity for a Senior Account Co-Ordinator to join our dedicated team, supporting a key client based in Farnborough.
As a vital member of our onsite Facilities Management operation, you will provide high-level administrative and coordination support to both our client and internal Account Team. This role plays a key part in ensuring smooth day-to-day operations, requiring a proactive, flexible, and detail-oriented approach.
Principle Duties and Responsibilities
- Act as a lead for the Coordination function, overseeing the planning and scheduling of reactive and planned tasks, in accordance with SLAs and due by dates;
- Liaise with customers and operational delivery teams / subcontractors to ensure reactive maintenance and minor chargeable works are managed end to end and completed in line with SLAs to the customer’s satisfaction;
- Liaise with customers and operational delivery teams / subcontractors to ensure PPMs and Audits are planned in line with the annual PPM schedule and no service visits are missed. Ensure paperwork is obtained and uploaded for gatekeeper review;
- Liaise with customers and operational delivery teams and subcontractors to ensure follow on works identified on service records/sheets from PPM visits (remedial actions) are completed in line with SLAs to the customer’s satisfaction;
- Support the Account Manager with SLA, PPM and operational reports as required to confirm contract performance;
- Monitor and measure the performance of the team and propose/implement improvements where required;
- Support operational delivery supervisors across all service lines (such as cleaning and hard services), building and maintaining strong and effective relationships to ensure service performance onsite is managed to a high standard;
- Maintain effective relationships with sub-contractors to arrange call-outs, obtain costs, obtain RAMS and book in work, ensuring work is delivered on time and to a consistently high standard, acting as an escalation point for the team and liaising with the procurement team as required;
- Work closely with the central Scheduling team to ensure any self-delivered engineering works outside of the static team’s skills set are identified early, scheduled and managed by the appropriate party;
- Utilise the CAFM quotation module, liaising with the operations/delivery teams, in order to build estimates/quotations, issuing to the relevant party and managing approvals;
- Raising and issuing purchase orders in line with internal governance process, updating CAFM work logs and filing purchase orders against work orders as per company procedures;
- Ensure costs associated with work delivery are captured and entered into the CAFM system to ensure work can be billed to the client effectively and profitably;
- Validate and receipt purchase orders following completion of work in order to allow for committed costs to be finalised, assisting with budgetary control, resolving any contractor cost queries or unresolved invoices quickly;
- Work close with the Billing team to ensure billing queries are resolved quickly in order for the full cost to be invoiced to the client within internal target times;
- Ensure any risk within the scope of the contract(s), is managed, recorded and mitigated where possible, using all methods of escalation accordingly particularly any financial risk to AWSL;
- Represent the administration function in internal and client meetings as required;
- Act in a line management capacity for managing absence in line with company policies and procedures;
- Recruit competent individuals to ensure the quality of service is not compromised by lack of skill or resource;
- Manage and maintain staffing levels to ensure there is administration coverage throughout the site working hours;
- Work closely with the Services Operations Manager to ensure central teams provide the required level of support to the contract, such as the Helpdesk for ‘out of hours’ function;
- Carry out any other administration tasks related to the contract as directed by your line manager.