Account Co-ordinator in Oxford

About The Role

Are you an experienced and highly organized professional in the facilities management industry? Do you thrive in a fast-paced environment, coordinating multiple accounts and building strong client relationships? If so, we have an exciting opportunity for you!

Atlas Workplace Services was built to be different to the faceless organisations in facilities management industry that often lack the human touch. Our ambition is to make buildings and facilities better for the people who work in them. Why do we do this? It’s simple. We know that buildings are better places to be when they are looked after by people who care.

We are seeking a skilled and motivated Account Coordinator to join our team, working from our office in Oxford 5 days a week.

As as Account Coordinator you will provide comprehensive administrative support and coordination to meet the requirements of the Account Teams, ensuring consistent and proactive support to the FM Operation. The role requires the ability to work under minimal direction and communicate effectively with other staff. A flexible approach with statistical, computer and administrative skills is required.

Principle Duties and Responsibilities

• Coordinate the work flow for all client and internal requests, to ensure effective completion of work in accordance with SLAs;
• Liaise with customers and operational delivery teams to arrange all sub-contractor reactive maintenance visits and manage end to end;
• Liaise with customers and operational delivery teams to arrange all sub-contractor service visits as per the PPM regime;
• Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail;
• Obtain and upload all relevant Sub-Contractor compliance documentation and PPM paperwork against work orders and ensure the CAFM system is populated with ‘in date’ service records/sheets;
• Review sub-contractor service records/sheets and raise ‘follow on’ work orders where required, assigning to the correct resource and priority;
• Support operational delivery teams and work closely with the Scheduling team to ensure all works are managed by the appropriate party;
• Maintain effective relationships with sub-contractors, ensuring work is delivered on time and to a consistently high standard, escalating and/or reporting information to the operational and procurement teams as required;
• Utilise the CAFM quotation module, liaising with the operations/delivery teams, in order to build estimates/quotations, issuing to the relevant party and managing approvals;
• Management of all chargeable Minor Works Requests, including purchasing operations;
• Raising and issuing purchase orders in line with internal governance process, updating CAFM work logs and filing all purchase orders against work orders as per company procedures;
• Ensure all deliveries are scheduled and all documentation (goods receipts) is filed appropriately within the CAFM system;
• Validate and receipt associated invoices against committed costs, in order to assist with Budgetary Control, escalating and resolving issues quickly.
• Ensure all costs associated with work delivery are captured and entered into the CAFM system;
• Ensure any risk, within the scope of the contract(s), is managed and mitigated, using all methods of escalation accordingly ensuring any financial risk to Atlas is managed, recorded and mitigated where possible;
• Provide SLA/PPM and operational reports to the operational teams on a weekly/monthly basis;
• Attend client and operational meetings as an Account representative to support the operational teams;
• Carry out any other administration tasks related to the contract as directed by your line manager;
• Comply with all relevant Health & Safety Rules and regulations;
• Contribute to the ‘FM Team’ culture.

About You

Minimum Qualifications, Certifications and Training required

• GCSE in English and Maths or Equivalent.

Knowledge, Skills and Experience for this role

• Good written and spoken English and a good level of numeracy.
• Knowledge of Maximo or other CAFM systems is an advantage but not essential as training will be provided.
• Good IT skills including Microsoft Office – (Excel and Word).
• Excellent telephone and communication skills.
• Previous experience of an administration role in an operational environment is essential.
• Excellent customer service skills.
• Aptitude and willingness to undertake further technical and business training (e.g. IOSH Managing Safely)