Job Vacancy - Works Coordinator, Tiverton

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 Swallow Court, Tiverton to help co-ordinate a team of Operatives deliver all aspects of planned preventative maintenance (PPM), reactive and additional works for our clients. This will be achieved by allocating and processing the job packs for the a team of Operatives, The role will also include assisting in the production of quotations for customers, the production of all purchase orders and the raising of invoices for works carried out with the resolution of invoice queries also forming part of the role holders responsibilities. The role holder will be expected to update and maintain records to help maintain compliance with company & customer KPIs and meet legislative requirements.

Main Duties and Responsibilities:

  • Scheduling work activities within the In house or Client system and Operative Mobile Devices, ensuring optimum utilisation of staff. In addition, all required parts and equipment are to be purchased to meet schedule requirements for all Task requirements
  • Working with the designated Supervisor to facilitate access, dates and all relevant paperwork to ensure job packs can be completed in a timely and safe manner in order to meet contractual KPI
  • Liaising with supervisors to ensure that remedials can be scheduled on time
  • Scheduling supply chain workload in order to complete tasks on time
  • Continually monitor all activities to ensure statutory, regulatory and contractual compliance
  • Deferrals – Submitting early warning notices and updating spreadsheet when materials lead-times prevent job pack from being achieved on time
  • Reviewing invoices and amending purchase orders where required. Liaising 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 – Maintaining weekly spreadsheet showing queries, update with comments
  • Liaising with clients to ensure jobs are processed, assigned and closed in order to meet monthly targets
  • Proactive management reporting to ensure targets are met
  • Providing support where necessary to supervisor and other works coordinators to ensure performance is maintained in the event of absences and periods of increased activity
  • Maximising opportunities for in-house labour as opposed to supply chain delivery method
  • Assisting the Department Manager on monthly reporting, data verification and achieving targets

Technical Experience and Qualifications:

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

Skills Profile:

  • 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

To apply, please send a CV and covering letter to: HR@bodengroup.co.uk; previous applicants need not apply. 

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