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Supports the Contract Manager and Service Delivery Team with planned and reactive maintenance coordination. Responsibilities include scheduling subcontractor work, managing RAMS, permits, logbooks, quotes, visits, training records, risk activities, and performance statistics. The role also administers permit, isolation, and integration systems; supports CAFM system improvements; verifies asset data; and develops building-specific maintenance regimes. Strong administration, communication, organization, problem-solving, and customer-focus skills are required.
Job Title: Operations Coordinator
Purpose of Job
The purpose of this role is to Support the Contract Manager in actively managing the Service Delivery Team at The Crown Estate. The duties of the team include but are not limited to, undertaking planned and reactive maintenance, issuing permit to work in accordance with BGIS SSOW and ensuring isolations and integrations are undertaken in accordance with BGIS and Site Standards.
Key Responsibilities
- Ensuring all sub-contracted PPM’s are scheduled and undertaken as per plan, and working with the site management team to resolve any deviations/variations
- Subcontractor management – obtain RAMS, permit arrangements, remedial works management, documentation management (obtain/chase up/upload etc)
- Support supervisor with Sub-contractor logbooks, ensuring these are populated correctly on site and undertaking suitable reviews to ensure these are maintained
- Take meeting minutes, organise meeting rooms, chase up the actions etc.
- Provide administrative support for quotes under £1k
- Booking of the visits once the quotes are approved
- Responsible for RiskWise activities- actions/inspections
- Effectively manage Training Matrix/TBT
- Responsible for the management of the Permit and Isolations/Integrations System including Liaison with Head of Engineering and Engineering Manager to ensure PTW/LOTO are approved with all risks adequately mitigated
- Liaise with the Systems Administrator to develop and enhance the CAFM system in line with the sites evolving requirements
- Provide performance statistics on team activities across all activities – PPMs, Reactive, Remedials etc.
- Support the development of the Elogbooks CAFM System. to assist with
a) Verifying asset data in the system
b) Aligning Planned Maintenance activity to the requirements of the building
c) Producing maintenance task regimes which are bespoke to the building
Person Specification
- Attention to detail and accuracy - Taking action to ensure work is delivered to a high standard of quality, timeliness, and quantitative performance.
- Communication - Communicating effectively to ensure others are fully briefed and listening to ensure mutual understanding.
- Flexibility - Adapting own efforts to facilitate change in dynamic environments; able and willing to take on new tasks and problems as they arise, and under own initiative if necessary.
- Teamwork - Good team member and supportive of others.
- Organisational & Political Sensitivity – Capacity to perceive the impact & implications of decisions & activities on other parts of the organisation.
- Internal Networking – Establishing contacts in the organisation & interacting effectively with them.
- Problem Analysis & Solving – Analysing complex problems, evaluate alternatives & identify sound options; resolving problems & create a way forward.
- Creativity – Coming up with new ideas & original proposals.
- Initiative – The ability to think ahead about what needs to be done, spotting opportunities & taking action to make the most of them.
- Ensuring Results – Taking action to ensure work is delivered to a high standard of quality, timeliness & quantitative performance.
- Influencing – Selling the benefits of proposals and ideas to others and persuade them to take action.
- Customer Focus - Ensuring that both current and anticipated needs of customers are met.
Education
A good basic education is essential, with good written and spoken English and basic Mathematics skills.
- Knowledge of working with SSOW
- Construction or Maintenance background
- Trophy Building experience preferable but not essential
- Computer literate with a working knowledge of CAFM systems
At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organisation. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognise that promoting diversity is an essential component of our continuing pursuit for organisational success!
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