Job ID 1260798
Career Level Manager
Global Workplace Solutions is a division of CBRE providing integrated solutions across large multi-discipline property portfolios. We are an organisation that has people at the heart of its culture and our aim for this account is to deliver an exceptional service to BT.
Our BT Workplace team provide a full range of building maintenance services to their 7,000 buildings in the UK, from commercial offices and telephone exchanges to call centres and retail shops.
We encourage new ways of working, driving innovation, whilst always living to our RISE values.
Respect Integrity Service Excellence
The role: Operation Coordinator
The purpose of the Operation Coordinator is to support our Regional Operation Managers and their team of Area Operation Managers. This is a demanding role and requires a strong-willed person who's able to work under pressure and deal with colleagues at all levels.
Key responsibilities are as follows:
Provide operational support to the Regional Operation Manager (ROM) and their direct management team (Area Operation Managers, AOMs) including.
Customer contact both internal and external
Management meetings and room bookings
Assisting with the creation of each monthly contract reports and quarterly review
Provide administrative assistance to the wider Facilities Management team to ensure the collaborative development of the business, effective team working, and support to colleagues
Work in a professional manner maintaining diplomacy and confidentiality in communicating highly sensitive or highly contentious information with people of all levels within the company and elsewhere
Preparing and issuing predefined reports and presentations for both internal and external customers to deadlines to the highest standards
Taking minutes and actions at Regional and Area operation manager meetings or AOM team meetings
Management of the training matrix
Management of P1 and MOP to support AOMs
Daily Performance reporting to support each AOM/ROM
Support with P2-P6 overdue tasks as requested by AOM/ROM
Creation of documents to support both AOM and ROM
Raise web quotes and obtain quotations for the region
Govern the webquote process to ensure submission is to client expectation
Updating and review of regional risk register
Dealing with frequent queries from all colleagues and clients
Tracking team holiday and sickness
Manage the regional response for waste and security returns if required
Developing systems and procedures to improve the overall efficiency of the office
Ensuring business policies and processes are effectively communicated and implemented
Support with colleague engagement with activities such as; quarterly newsletter, social events and colleague feedback
Any other tasks to support the operational team.
Good education expected, which will include an English and Math's qualification as minimum
Very proficient in the use of Microsoft Word, Excel, Visio, Outlook and PowerPoint
Experience of using Dynamic and MS project is an advantage
Experience of a similar role in a medium-sized business
Experience within the Facilities Management sector is beneficial but not essential
Excellent relationship building skills
Ability to work under pressure and to strict deadlines
Must be detail conscious, accurate and methodical in approach with strong organisational and communication skills
Organised, able to prioritise and deliver within high pressure, business critical environments
Able to work systematically and use own initiative, often working on more than one task at any given time
Calm manner, able to work under pressure and against rapidly changing demands and priorities
Able to work as part of a multi-disciplinary team, providing support to other areas of the business on occasions, as required
Must be flexible to work outside core office hours from time to time, and to travel on occasions to other work locations