Coordinator - Facilities  

We are Alexander Mann Solutions and we’re passionate about helping companies and individuals fulfill their potential through talent acquisition and management. Today, nearly 4,000 of our talent acquisition and management experts are partnering with our blue-chip clients across multiple sectors and in more than 90 countries. Delivering a distinctive blend of outsourcing and, through our Talent Collective team, consulting services, our unrivaled experience, capability and thought leadership helps our clients attract, engage and retain the talent they need for business success.

Alexander Mann Solutions is committed to Equal Opportunities and welcomes applications from all sections of the community

Coordinator – Facilities

The main purpose of the Coordinator – Facilities is to provide a fully efficient and flexible office support service to the relevant Alexander Mann Solutions offices, to ensure the efficient and effective function of office services, facilities and equipment. The Coordinator – Facilities will act as the main point of contact for all queries relating to the support service, in the first instance, ensuring that all issues are dealt with promptly and effectively or escalated appropriately where necessary.

Key Accountabilities

All general administrative and office services support functions including:

• Undertaking all necessary tasks as listed in Reception Manual and task lists to ensure all aspects of office support are provided
• Undertake follow ups on all meeting room bookings and Hospitality/IT bookings to ensure requirements are met in an efficient and timely manner
• Use daily task lists and to do lists to ensure forward planning and time management
• Manage day to day relationships and service provision of suppliers for office cleaning, kitchen supplies, stationary supplies and general office maintenance
• Responsible for day to day running of the Switchboard function, Reception Services, Mail Room and Hospitality ensuring all tasks are covered during busy periods or staff absence
• Provision of monthly statistics for reporting on all aspects of the Facilities within scope of the role

• Responsible for answering all calls on Switchboard and ensuring that all client calls are directed to the appropriate recipient in a timely manner
• Directing customer complaints to the appropriate team/manager to ensure client dissatisfaction can be addressed as a matter of urgency to limit loss of business or clients
• Handle day to day queries in an effective and timely manner, and escalate where necessary and appropriate
• Maintain good visitor and guest relations and develop effective relationships with staff of all levels
• Directing incoming mail to correct recipients in a timely manner to enable colleagues to address all business requirements within service levels
• Providing appropriate hospitality to external meetings in a timely manner and presented appropriately, removing when no longer required and tidying the rooms so they are presentable for the next meeting
• Responsible for checking and monitoring all IT equipment in the meeting rooms to ensure they are suitable for use and ready for each meeting, ensuring all issues are logged with IT department immediately to ensure problems are resolved as soon as possible

• Work as part of team to ensure that all tasks and services are managed efficiently
• Support the rest of the team on an ongoing basis to achieve targets and goals

• To undertake other duties as required by the Manager (Facilities)
• Is an ambassador for the AMS values and role models these through behaviour at all times

Essential

• Proven capability in managing the switchboard function to ensure calls answered and directed appropriately
• Knowledge of Facilities services, in particular experience of working with third-party service providers
• Office based Customer Service skills
• Previous experience of soft services within an office environment
• Proven capability in managing own time and workload and re-prioritising to meet the changing needs of the business
• Diary management skills (in particular with Microsoft Outlook)

Desirable

• Proficient in Microsoft Powerpoint, Excel and Word