Senior Facilities and Purchasing Coordinator

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The company

BNP Paribas Real Estate Facilities Management Ltd is the facilities management arm of BNP Paribas Real Estate, and the vehicle through which 100 staff within the FM function are employed. Working closely with the Property Management/ surveying teams across the country we deliver managed services to approximately £3.5 billion of client assets that include some of the country's landmark buildings.

The role

We have an exciting opportunity for a Senior Facilities and Purchasing Co-ordinator to join our facilities management department. Responsible for the delivery of a wide range of administrative and site activities, to support in the delivery of an effective, consistent, and best in class facilities management service across the Major Buildings portfolio.

Key deliverables

• Provide best in class customer service to internal and external stakeholders.

• Maintain regular and effective communication with internal colleagues in Property Management, support functions and the wider Real Estate business.

• Prepare data and contribute to the preparation of management reports for a variety of stakeholders.

• Monitor and report on the preparation and reconciliation of service charge budgets for the portfolio. Monitor and report on cash flow status.

• Monitor and report on purchase order and invoice status, including aged debt. Assist with raising PO's and processing invoices, when required.

• Reviewing and updating property management systems as required (ie Tramps, Meridian, Change Notes, etc)

• Liaison and co-ordination with our central services teams, including FMS, Helpdesk and Procurement.

• Monitor and report on works provided by suppliers, Helpdesk data, and supplier performance.

• Monitor and report in respect of health and safety, and environmental compliance.

• Monitor and report on capital replacement programmes and opex projects.

• Monitor and report on site environmental activities (i.e., ISO 14001) and initiatives.

• Assist with central billing.

• Be the main point of contact for all Major Buildings procurement matters, including contract drafting, onboarding new suppliers, and working with the central Procurement team to ensure all procedures are adhered to and robustly managed.

• Be the main point of contact for our central FMS team. Meeting weekly, to support consistency and co-ordination across all facets of Facilities Management and Purchasing.

• Collate information for property tenders, when required.

• Collate information for contract tenders and support with preparing tender business cases.

• Support with mobilisations and demobilisations, when required.

• Ensure compliance with all internal procedures and policies e.g., Procurement, Finance, Compliance, HR.

• Complete administrative tasks as required to include systems, filing, inventory management etc.

• Undertake occasional building inspections and complete reports, when required,

• Provide site support and cover for the Major Buildings portfolio, when required.

Financials

• Has an awareness of wider team or department budgets.

Clients and Business Development

• Is proactive in building relationships with internal clients and responsive and helpful to external clients.

• Completes own work under minimal supervision/ guidance.

• Consults more experienced colleagues on more difficult or novel situations.

People

• Active team player.

• Shares information with colleagues and others through team meetings, databases, filing systems, etc.

• Shares expertise with colleagues.

• Proactively communicates to colleagues and others.

• Ability to cope in a fast pace, agile working environment and work to short deadlines.

Systems and Processes

• Manages, co-ordinates, implements and develops a range of important activities, processes, functions or relationships.

• Understands department processes and procedures.

• Is conscious of process and takes steps to protect interests of BNP Paribas Real Estate.

• May contribute to BNP Paribas Real Estate projects.

Person specification

Qualifications

• Managing Safely accredited by IOSH

Experience

• Previous experience in a similar role

• Understanding of service charges budgets and basic accounting principles

• Good health and safety and environmental knowledge

• Excellent English language skills both written and spoken

• IT literate MS Office at intermediate level

• MS Excel literate at Intermediate or Advanced level

• FM systems experience Proactis, Meridian, Tramps (not essential)

We are proud to offer award-winning benefits to support and reward our employees:

• Heath & Leisure:Private medical cover, 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work
• Financial:Pension, life assurance at 8 x basic salary, group income protection (long term disability insurance), interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company's Bonus Scheme, share incentive plan, financial and mortgage advice

BNP Paribas Real Estate is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.