Works Coordinator

Job content

Boden Group provide general facilities maintenance and construction project work to the commercial sector as well as facilities maintenance services to the Ministry of Defence at multiple sites in the South West.

An opportunity has now arisen for a Works Coordinator based at RNAS Yeovilton to facilitate and deliver all planned preventative maintenance (PPM), reactive and additional works for our clients. This will be achieved by allocating and processing the job packs for the site, in line with achieving site compliance and meeting SLA targets. The role will also include the production and management of all purchase orders/invoices for the site and resolution of invoice queries.

Main Duties:
Scheduling work activities within the Propmain system and Barracuda tablets, ensuring optimum utilisation of staff. In addition, all required parts and equipment are to be purchased to meet schedule requirements for all job pack/HFM requirements
Working with the Supervisor to facilitate access, dates and all relevant paperwork, , including permits and authorisations, to ensure job packs can be completed in a timely and safe manner to meet contractual KPI
Liaise with Supervisor to ensure that remedials can be scheduled on time
Schedule supply chain workload in order to complete PPM and reactive jobs on time
Continually monitor all activities to ensure statutory, regulatory and contractual compliance.
Deferrals – Submit early warning notices and update spreadsheet when materials lead times will prevent job pack from being achieved on time

Review invoices and amend purchase orders where required. Liaise with Finance to ensure correct payment is made in a timely manner and ensure value for money is achieved by product/price matching Invoice queries – Maintain weekly spreadsheet showing queries, update with comments
Liaise with client to ensure jobs are processed, assigned and closed to meet monthly targets
Proactive management of Propmain and reports to ensure targets are met
Provide support where necessary to Supervisor and other Works Coordinators to ensure performance is maintained in the event of absences and periods of increased activity Maximise opportunities for in house labour as opposed to supply chain delivery method
Assist Area Manager on monthly reporting, data verification and achieving targets

Required Experience and Abilities:Essential:
High level of computer literacy using; Management systems, Microsoft Word, Outlook, PowerPoint and Excel to produce reports, correspondence, documents, databases and spreadsheets

Able to multitask and monitor and control various workstreams in progress

Good time management skills

Ability to work under own initiative and with minimal supervision

Ability to communicate comfortably verbally and with site supervisors and managers

Demonstrated ability to work and communicate professionally, verbally and in written form with internal and external customers

Organised and responsive to changing priorities and schedules

Awareness and understanding of legislation in relation to building management and facility maintenance operations

Sound knowledge of health and safety requirements Desirable:
Knowledge and awareness of contract PPM and reactive maintenance within a fixed price facilities management contract

Previous experience of working in a MoD environment Key Skills:

Must be able to gain and retain MoD security clearance

Must have a ‘can do’ attitude and contribute to the team effort

Flexible in approach to roles and responsibilities with a willingness to undertake tasks outside of their own role if required

Focused, motivated and enthusiastic

Good decision making and organisational skills