LEF Facilities Division is seeking a dynamic individual to fill the role of Facilities coordinator at our Lerwick location in Shetland. This position is pivotal as the first point of contact for our office and operations, contributing significantly to the seamless operation of our business. The successful candidate will be responsible for coordinating both planned and ad hoc maintenance programs to ensure minimal downtime across our operations. Additionally, you will uphold company standards and industry best practices to maintain our facilities to the highest standards.

Job Purpose:

• Assist the Facilities Manager with the organisation of project planning.
• Assist the Facilities Manager with maintenance requests, instructing works, and ensuring the works are carried out in a timely manner.
• Support the Facilities Manager and Health & Safety Manager to ensure that Health & Safety records are kept up to date.
• Coordinate annual planned maintenance programs for facilities.
• Record and manage requests for ad hoc maintenance and repairs.
• Collaborate with third-party vendors for facility maintenance and repairs.
• Procure quotes and place orders for parts and services in coordination with LEF’s Procurement Team.
• Ensure compliance with supplier and contractor vetting procedures.
• Maintain accurate maintenance records for equipment and facilities.
• Generate weekly KPI reports for departmental review.
• Manage stock levels of office equipment and supplies.
• Communicate proactively with department members to address maintenance schedule issues.
• Arrange rental of additional equipment as needed to support business operations.
• Provide reception services, including answering calls, sorting mail, and welcoming visitors.
• Use BMS systems to efficiently open, maintain, and close out jobs, ensuring accurate tracking and documentation throughout the process.
• Code invoices to the appropriate jobs, maintaining meticulous records for financial accountability and reporting purposes.
• Issue purchase orders, manage procurement processes to ensure timely acquisition of necessary materials and services while adhering to budgetary constraints and company protocols.
• Coordinate works between contractors and Office Partners/Office Coordinators.
• Any other duties as directed by the Facilities or LEF Managers.

About You:

• A leader in your work and your professional learning.
• Excellent communication skills with the ability to positively impact and influence others.
• Relevant experience in this or a similar role is preferred.
• Excellent organisational skills and attention to detail.
• The ability to keep sensitive information confidential.
• The ability to problem-solve and come up with solutions.
• IT literate – with experience of Microsoft packages.
• Flexible approach and ability to adapt to changing demands.
• Ability to work effectively within a small team and with an ability to work on your initiative.