Job Description Join Guild Care as a Facilities Coordinator and support the efficient running of daily office operations through crucial administrative tasks!
Main Duties: Organise and schedule meetings and appointments with contractors.
Assist the Head of Facilities/Facilities Supervisor in scheduling work for the maintenance team and contractors.
Ensure all invoices linked to the facilities department are coded and sent to finance in a timely manner.
Oversee service contracts, liaising with contractors to ensure equipment servicing is scheduled on time and all certifications are received.
Send remedial quotations to the Head of Facilities for approval.
Ensure monthly expenses and on-call sheets for the maintenance team are uploaded and sent to payroll.
Update and distribute the monthly on-call rota for the team.
Upload and document all compliance certifications and checks carried out by the maintenance team.
Assist with the purchasing of items as required.
Create Excel spreadsheets and Word documents as needed.
Liaise with Facilities Supervisor/Head of Facilities to organise team meetings, training, and annual leave.
Perform any other administrative tasks as required.
About The Role As a Facilities Coordinator, you will support the Head of Facilities and Facilities Manager in overseeing daily office operations.
You'll be responsible for ensuring smooth functioning through various administrative tasks, such as scheduling work, maintaining compliance documentation, and managing financial records.
If you're highly organised, adaptable, and proactive, we'd love to hear from you!
Skills Needed Financial, Relationship, Technology, People About The Company Guild Care, a not-for-profit charity established in Worthing in 1933, was founded by a group of visionary volunteers, including Effie Methold, E.A.
Haviland, Arthur Linfield, and Frank Cave.
Their shared mission was to create a kinder, more compassionate society, leading to the creation of the 'Worthing Council of Social Service,' which then became the 'Worthing Area Guild for Voluntary Service,' and is now known as Guild Care.
Over the decades, Guild Care has grown and evolved, continually adapting to meet the needs of Worthing and its surrounding communities.
Today, the charity supports over 3,000 people and their families each year through a diverse portfolio of more than 30 community services.
As one of Worthing's largest employers, Guild Care is powered by the dedication of over 800 caring staff members and the invaluable support of more than 300 volunteers, all committed to making a meaningful difference in people's lives.
Company Culture Our vision Our vision is for all people in need of care to live ?fulfilling, safe and secure lives?.
Our mission We will achieve our vision by ensuring our support and services are accessible, effective and lovingly delivered?.
Our BELIEF values Brave | Engaging | Loving | Integrity | Everyone Matters | Free to Be Me Our equality statement At Guild Care, we are committed to fostering a culture of inclusivity, respect, and equality.
We believe that diversity enriches our organisation and enables us to better serve our community.
We are proud to be an equal opportunities employer.
We welcome applications from individuals of all backgrounds, regardless of age, disability, gender, gender identity, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sexual orientation, or socio-economic background.
Guild Care is dedicated to promoting fairness and equality in our recruitment processes and throughout the workplace.
We provide an environment where everyone feels valued, empowered, and supported to reach their full potential.
We actively work to ensure that our policies and practices are inclusive and that barriers to equality are identified and removed.
Together, we strive to create a workplace that celebrates differences and champions fairness for all.
Join us in our mission to make a positive difference in people's lives.
Desired Criteria Previous experience in facilities or property management.
Familiarity with scheduling tools or software.
Knowledge of Health and Safety regulations related to facilities operations.
Experience with procurement processes and vendor management.
Required Criteria Proven administrative experience, preferably within facilities management or a similar operational environment.
Experience liaising with contractors and managing schedules effectively.
Proficient in Microsoft Office Suite, particularly Excel and Word, for creating and managing spreadsheets, documents, and compliance trackers.
Excellent verbal and written communication skills, with confidence in liaising with internal teams and external contractors.
Strong organisational skills with the ability to manage multiple priorities and meet deadlines.
Attention to detail and accuracy in record-keeping and document preparation.
Competent in basic financial administration, including invoice processing and payroll documentation.
A proactive, solution-focused mindset with the ability to work independently and collaboratively.
Flexible and adaptable to changing priorities in a dynamic environment.
Closing Date Wednesday 29th January, 2025