Estates Coordinator - Subject To Contract Award

Job description / Role

Key Purpose

- To provide the Project with a cohesive administration service that promotes the timely delivery of operations and cost recovery, supporting all designated internal/external contacts and communications, and providing executive admin support to the site management team.

Structure and reporting relationship

Typically reporting to a Department Manager or Section Lead.

Based on the specific requirement of the role

Key accountabilities

Key Job Responsibilities

- Provide support to the Estates Department
- Responsible for tracking, updating and coordinating CAFM system and associated data bases.
- Assist in capturing all information relating to vendor agreements, payment requests, purchase orders, etc promptly
- Assist in the managing of service contracts
- Co-ordinate the filing and record keeping requirements,
- Coordinate issue of Client and Management reports and meeting minutes as requested.
- Assist in delivering Strategic Asset management outcomes.
- Assist the site management team with planning and policy development.
- Ensures that the policies and procedures laid down by management are followed accurately at all times.
- Conduct regular self-audits to validate information.
- Performs miscellaneous administrative duties.
- Be available to work out side of normal hours as required by the Estates Manager
- Ensure compliance with the company IMS relevant to the position.
- Effectively commutate with colleagues and the clients representatives.
- All work is to be performed as per HSE regulations, municipal by-laws, government legislation and Building codes.
- Perform other works as directed by line manager from time to time.
- Responsible for tracking, updating and coordinating CAFM system and associated data bases.
- Provide administrative support services for the Department Manager and site
- Coordinate the custody of CAFM information and records;
- Vendor contracts and correspondence
- Manages and maintains vendor files and ensures that all information on contract files is kept up to date (including original contracts and guarantees)
- Manage and coordinate welfare of Estates Team i.e. Leave Tracker etc.
- Provide support in coordinating with vendors in the timely delivery of services and materials.

HSQE Responsibilities and Information Security Responsibilities

- To exercise a personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organizational HSE responsibilities
- Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
- Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
- Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
- Awareness of the Integrated Management System and the content of the Environment, Quality, Health & Safety and Information Security Policy Statements
- Understanding of personal responsibilities and contribution to achieving compliance with the Integrated Management System requirements, (including but not limited to competence to perform safety critical roles, legal requirements, control measures arisen from environmental impacts and aspects, job safety analysis and information security risk assessment) and the potential consequences of departure from the arrangements in place to deliver the commitments stated in the policies statements above
- Exercises their personal duty of care for their own health, safety and welfare and for those affected by the acts or omissions
- Promotes a good HSQE and Information Security culture among their peers, subcontractors and third parties
- Leads by example and look at ways to conserve energy, water and resources and minimise the generation of waste through personal performance and raise recommendations on how to improve existing processes on this regard within/outside their departments through their Line Manager, Departmental Safety Meetings and any other appropriate available channels
- Protects information assets and data including both electronic and paper based from all threats whether internal, external, deliberate or accidental
- Promotes a good HSQE and Information Security culture among their peers, subcontractors and third parties.
- Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
- Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
- To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organizational HSE responsibilities
- Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
- Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process

Requirements

Essential technical and professional skills, knowledge and qualifications

Technical and Professional Skills

- Delivery focused individual with the ability to work in a self-sufficient manner
- Able to build strong working relationships
- Shows confidence in communication
- Customer focus with a drive to deliver exceptional customer service

Knowledge

- An advanced knowledge of administration processes
- A general knowledge of CAFM system
- Good communication skills
- Ability to work without supervision
- Decision Making
- Information Monitoring

Qualifications

- A degree or relevant industry certification is required
- Minimum of 3 years administration experience in an FM environment

Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.

About the Company

Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.

Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.

Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.

Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.

We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.

Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.