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

Building Bulletins

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.

Person Specification:

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