Account Co-Ordinator

• Coordinate the work flow for all client and internal requests, to ensure effective completion of work in accordance with SLAs;
• Liaise with customers and operational delivery teams to arrange all sub-contractor reactive maintenance visits and manage end to end;
• Liaise with customers and operational delivery teams to arrange all sub-contractor service visits as per the PPM regime;
• Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail;
• Obtain and upload all relevant Sub-Contractor compliance documentation and PPM paperwork against work orders and ensure the CAFM system is populated with ‘in date’ service records/sheets;
• Review sub-contractor service records/sheets and raise ‘follow on’ work orders where required, assigning to the correct resource and priority;
• Support operational delivery teams and work closely with the Scheduling team to ensure all works are managed by the appropriate party;
• Maintain effective relationships with sub-contractors, ensuring work is delivered on time and to a consistently high standard, escalating and/or reporting information to the operational and procurement teams as required;
• 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;
• Management of all chargeable Minor Works Requests, including purchasing operations;
• Raising and issuing purchase orders in line with internal governance process, updating CAFM work logs and filing all purchase orders against work orders as per company procedures;
• Ensure all deliveries are scheduled and all documentation (goods receipts) is filed appropriately within the CAFM system;
• Validate and receipt associated invoices against committed costs, in order to assist with Budgetary Control, escalating and resolving issues quickly.
• Ensure all costs associated with work delivery are captured and entered into the CAFM system;
• Ensure any risk, within the scope of the contract(s), is managed and mitigated, using all methods of escalation accordingly ensuring any financial risk to Atlas is managed, recorded and mitigated where possible;
• Provide SLA/PPM and operational reports to the operational teams on a weekly/monthly basis;
• Attend client and operational meetings as an Account representative to support the operational teams;
• Carry out any other administration tasks related to the contract as directed by your line manager;
• Comply with all relevant Health & Safety Rules and regulations;
• Contribute to the ‘FM Team’ culture.
  

• GCSE English and Maths or equivalent

Essential Knowledge, Skills and Experience for this role

• Good written and spoken English and a good level of numeracy.
  
• Knowledge of Maximo or other CAFM systems is an advantage but not essential as training will be provided.
  
• Good IT skills including Microsoft Office – (Excel and Word).
  
• Excellent telephone and communication skills.
  
• Previous experience of an administration role in an operational environment is essential.
  
• Excellent customer service skills.
  
• Aptitude and willingness to undertake further technical and business training (e.g. IOSH Managing Safely).

At Atlas Workplace Services, we believe great buildings start with great people. That’s why we’ve reimagined facilities management to put people first—those who work in the spaces we care for, and those who deliver our services every day.

We’re not just another FM provider — we’re a top-10 industry leader committed to doing things differently, with a personal touch, smart technology, and a passion for going the extra mile.

As part of an Employee Ownership Trust (EOT), Atlas Workplace Services is proud to be a company where our people have a meaningful stake in our success.  Being part of an EOT isn’t just about sharing in the company’s performance; it’s about creating a culture of shared responsibility, collaboration, and pride in what we achieve together.