The Facilities Coordinator is accountable for all aspects of the administration required to run the operational site effectively. This includes contract management for customers, managing the accounting in conjunction with the Finance Function, management of payroll information, procurement support and general administrative duties,

Ensure all office facilities are in a good state of repair and are regularly maintained and validated as part of a daily site tour and inspection checklist

Deal with and escalate all office related health and safety issues

Manage the stationery and other consumables for the site (including the Control Tower), ensuring that a good supply is available at all times

Carry out the testing of fire alarms and emergency lighting at the Long Marston site and record the results, reporting defects back to the Facilities Manager for remediation

Support site events/liaison with management of site events to ensure that all items are sourced and in place prior to meetings. These can include, VIP visits internally and externally, including Network Rail, Stratford District Council, Warwickshire Police, British Transport Police and others. Escalation of issues to FM

Escalation of Office Related issues to the appropriate contractor, keeping the Facilities Manager informed of task and progress

Supporting the Facilities Manager with the administration of contractors coming to work on site

Assist the FM in managing essential services such as maintenance, cleaning, catering, waste disposal and recycling and other planned maintenance activities by acting as first line support for queries relating to Facilities Management, escalating where appropriate to the FM

Manage all financial processes, with support from the Finance team to ensure that all customers are invoiced according to the terms of their contract and against the rate card for services and support the credit control processes

Manage the payments for all services onto site including utilities

Maintain a tracker for spend on site to keep track of budgets and overspends for services we use

Ensure that all chargeable services are invoiced to the customers, based on information from the operational staff timesheets

Manage the re-charging of power to customers, ensuring that this re-charge is reflected in the invoice accurately

Raise requisitions to create Purchase Orders (PO's) in line with the Porterbrook processes, ensuring these are raised in good time and are approved in line with the delegated authorities

Manage the supplier procurement process including the receipting process through the Delphi system

Co-ordinate the inputs from timesheets for the payroll of all staff based at the Long Marston Rail Innovation Centre, ensuring that these are delivered accurately on time in line with the Porterbrook processes

Manage the payment of personal expenses through the petty cash as required

Work closely with the Safety and Environment Delivery Partner for site to:

Complete supplier accreditation forms as part of the supplier onboarding process

Ensure that the supplier list is maintained and up to date and when they may be expiring

Completion of a SSA when a PO request is over a certain amount in line with the procurement process

Searching for new suppliers to onboard for services which we require for sit

Management of cleaning standards at Long Marston and escalation of any issues to the Facilities Manager for remediation

Act as first point of contact for Long Marston for internal and external events on site (excluding Rail Live). Escalate any issues or decision points as necessary to the Facilities Manager

The role requires an experienced Facilities Coordinator, ideally with a background in financial management along with broad general administration experience, English Language and Maths GCSE (or equivalent) qualification essential

A Level (or equivalent) qualification preferred

Excellent working knowledge of Microsoft Outlook

Good working knowledge of Microsoft Office (Word, Excel, Visio), Financial management, including managing invoicing

Ability to work confidentially on their own initiative

Excellent written and oral communication

Strong attention to detail

Well organised and able to prioritise

Excellent people management skills

Long Marton, England

Excellent pension scheme

Financial wellbeing support

Flexible working

Enhanced family friendly policies

Adoption & Shared Parental Leave benefits

Enhanced Armed Forces policies

Ongoing support with professional and personal development'

Long service awards

Porterbrook Star awards

Life assurance

Healthcare cash plan

25 days' annual leave + Bank Holidays + option to buy and sell up to 5 days' additional leave

Additional days annual leave for long service

Season ticket loan

Cycle to work scheme

Free parking at our Derby and Long Marston sites