Facilities Maintenance Coordinator

Job Role

We are looking for a Facilities Maintenance Coordinator to join our Property team in either Jersey or Guernsey. 

The purpose of the role is to coordinate all planned maintenance activities on the Coop's properties, working with a mix of in-house staff and colleagues and out-sourced consultants and contractors, to ensure that the maintenance activities are delivered within all scope, budget and time constraints.

To work with colleagues within the Property and Sustainability Team and assist with delivery of reactive maintenance activities, from time to time and as they occur.

MAIN AREAS OF RESPONSIBILITY

To support and coordinate the delivery of maintenance activities across the Coop’s portfolio, in particular the delivery of statutory and mandatory maintenance activities necessary to ensure the continued operation of the Coop’s property portfolio.

To help implement the target operating model for the Property Function and ensure the use of robust systems and processes that protect the Coop’s property users.

To support the Senior Property Manager and the Chief Property and Sustainability Officer and help realise the added value opportunities across the Coop’s property portfolio.

To work with the Head of Sustainability & Community and ensure all low-carbon or zero carbon opportunities across the Coop’s property estate are identified and realised.

PRINCIPAL RESPONSIBILITIES

Each of the Property Coordinators shall:

• Report to the Senior Property Manager on all matters arising from the delivery of their roles and responsibilities (including supporting the preparation of weekly and monthly update reports required by the SPM);
• Be responsible for either: (1) the planned maintenance and compliance; or: (2) reactive maintenance and small works; or: (3) property-related projects and store interventions, as may be required;
• Comply with and implement the Coop’s Property Asset Plan and Sustainability Strategy documents;
• Support the CPSO and SPM with updating and informing the Society Secretary, Head of Governance and Head of Health and Safety on property-related statutory and mandatory compliance matters;
• Support the CPSO and SPM to develop and manage spend within the annual budget for the Coop’s Property and Sustainability-related activity (including both capital and revenue-related expenditure, covering planned and reactive maintenance, and project / interventions);
• Continually be prepared to demonstrate how all investment in the Coop’s property portfolio is either: a) providing a return on Member’s investment; or: b) enhancing the value of our Member’s property assets;
• Support colleagues within the Property and Sustainability Team when required to do so; and
• Support the SPM with setting workplans, performance targets and appraisals of performance at half-year and year-end);
• Help to develop and implement the Coop’s Supply Chain Strategy (including Supplier Code of Conduct, terms and conditions, procurement strategy and Coop Charter) for promoting positive working relationships with our supply-chain partners; and
• Ensure all works undertaken by the Coop’s suppliers are done so with due adherence to all codes of conduct and best practice, legislation and in a manner that ensures the Coop’s brand values are protected at all times.

In addition, the Facilities Maintenance Coordinator shall also:

• Regularly visit all stores, pharmacies, funeral care homes and Coop’s property assets to inspect planned maintenance and compliance activities, issuing reports to the SPM and notifying of any reactive tasks that may be required;
• Raise Sunrise tickets (and / or request that Store Managers raise Sunrise tickets) for tasks agreed with the SPM that require the intervention of the Projects Coordinator or Store Developments Coordinator;
• (working with the Property and Sustainability Team Administrator) receive, manage and resolve all Sunrise tickets that may arise and which involve maintenance activities;
• Develop and continually maintain the register of the Coop’s compliance with all mandatory and statutory requirements across it’s property portfolio, working either: (1) on MS Forms or MS Teams; and then (when the appropriate systems are established) on Sunrise;
• Ensure the Coop maintains it’s evidential database to demonstrate compliance with all mandatory and statutory requirements; and
• Makes recommendations (for endorsement by the SPM and approval of the CPSO) on the appointment of all contractors and suppliers required to deliver maintenance services, implementing the Coop’s agreed procurement strategy where appropriate;
• Initiates all maintenance agreements, in accordance with the requirements of: (1) the Coop’s Central Programme Management Office (CPMO) requirements and procedures; and: (2) the Coop’s Finance Department requirements;
• Attends (and – if applicable – chairs) all review meetings with suppliers, arranging for the preparation of minutes or records of matters discussed;
• Report to the SPM (and if required the CPSO) when suppliers are found to be in breach (or risking placing the Coop in breach) of
mandatory and statutory compliance related maintenance activity, taking appropriate agreed action to ensure compliance. supports the SPM and CPSO to establish (and obtain approval for) the business case for all projects and store interventions, liaising with colleagues in Finance, Retail, Care and Property divisions as required;
• Reporting to the SPM with all monthly performance reports required to support CPMO reporting to ELT;
• Establish and maintain risk registers for maintenance activities, working with colleagues in Finance, Retail, Care and Property divisions to manage and monitor these risks;
• Liaises colleagues in Retail, Care, or residential / commercial tenants over maintenance activities and, making sure that all parties are kept informed on matters arising and works / services forthcoming.

MEASURES OF PERFOMANCE:

The performance and effectiveness of the Property Coordinators shall be measured in a variety of ways, including:

• Regulatory and policy compliance (insofar as is related to maintenance services and minor works projects).
• A continuous focus on ensuring the health, safety and wellbeing of all persons impacted by the Coop’s property portfolio.
• A contribution in supporting the Coop’s aims for environmental sustainability and community wellbeing.
• The level of service provided by the Coop’s property function to our colleagues.
• The completion of planned maintenance, reactive maintenance, minor works projects and other capital projects to agreed timescales and standards.
• Revenue raised and control of expenditure within agreed budgets.
• A good, favourable image of the Coop.
• Positive engagement with all third-party contractors, tenants and colleagues.

OPERATIONAL MANAGEMENT

• To coordinate the use of efficient systems and processes relating to all areas of responsibility.
• To ensure compliance with regulatory obligations whilst taking a commercial and practical approach to risk-based challenges and offer appropriate solutions.
• To ensure compliance throughout the Coop of all relevant regulations and legislation applicable in the jurisdictions in which it operates (and following internal Coop standards where higher for reactive maintenance services and minor works projects), with due regards to ensuring the health, safety and wellbeing of employees, agents and customers.

MEMBERSHIP / COMMUNITY RELATIONS

• To coordinate property-related activities at all times to protect and develop the image of the Coop.
• To support community activities, charitable projects, environmental initiatives and initiatives aimed at increasing use of local suppliers as initiated by the Coop.
• To support the Coop’s policy on charity involvement, sponsorship and environmental initiatives.

COMPETENCIES AND BEHAVIOURS

Demonstration of these key behaviours is required:

Getting the Job Done

- Information gathering
- Analytical thinking
- Technical expertise
- Results orientation

Working with Others

- Managing others
- Managing Consultants and Contractors
- Supporting change
- Teamwork and collaboration
- Communication
- Influence and impact
- Customer focus

Self-Management

- Decisiveness
- Self confidence
- Flexibility
- Self development 

SKILLS, KNOWLEDGE AND EXPERIENCE REQUIREMENTS

Specific to the Role:

The candidate must develop an understanding of the following relevant legislation and codes of practice:

Guernsey

• The Guernsey Building Regulations
• The Health and Safety at Work (General) (Guernsey) Ordinance 1987
• Guernsey Approved Codes of Practice
• Guernsey Construction (Design and Management) 2020
• The Control of Legionella Bacteria in Water Systems in Guernsey 2013
• Control of Asbestos 2017

Jersey

• The Jersey Building Byelaws
• The Health and Safety at Work (Jersey) Law 1989
• The Management in Construction (Jersey) Regulations 2016 and associated guidance
• The Electricity at Work (Jersey) Regulations 2016 rev)
• Jersey Approved Codes of Practice
• The Control of Legionella Bacteria in Water Systems L8 (UK ACoP)
• ACoP8 Management of Exposure to Asbestos 2020

Both Islands

• Provision and use of Work Equipment Regulations
• Petroleum Safety Regulations
• Work at height Regulations
• Electricity at Work Regulations

In addition, the candidate must also have the following competencies:

• Experience of multi-site and multi-contract management within a commercial and residential environment.
• Experience or knowledge of industry practices relating to reactive maintenance services and minor works projects.
• Ability to produce clear written reports.
• Experience of line management at a coordinator level.
• Ability to communicate effectively in verbally and in writing, at all levels.
• Sound ICT skills and a good working knowledge of Microsoft EXCEL spreadsheets.
• Ability to manage a diverse workload which entails both regular and ad-hoc elements, within specified timescales.
• Good administrative skills and the ability to maintain records in various formats as required.
• Ability to work to a flexible time pattern in order to suit the needs of the service. This may include both early mornings, i.e. 6am starts, or evenings as required.

General to the Role

• Must possess a full current driving license (car).
• Must be comfortable commuting within the Channel Islands (expenses and time for which will be reimbursed).
• A continuous commitment to the Coop’s equal opportunities policy and the ability to understand and implement the policy in relation to the job description.
• A broad understanding of the business and the broader co-operative movement.
• An 'operational’ mind-set for co-ordinating multiple activities.
• An ability to develop a risk management perspective with regards to areas of your responsibility.
• An ability to consult, collaborate and communicate effectively with colleagues and stakeholders.
• An ability to ensure that transactional aspects of the role are well-executed in a fast-moving, changing working environment.

 

 

 

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