Facilities Coordinator (Vets) in Chester House, Epsom Ave, Handforth, Cheadle, Greater Manchester, SK9 3DF

Facilities Coordinator

This is a fantastic opportunity to come and work for a company voted 5th in the Great Place to Work (Best Large Workplaces) awards 2018, and Number 15 in Europe in 2017! We have over 450 stores, over 310 Groom Rooms, over 400 Vet Practices and we are the UK's number one pet care business. Our business is fast-paced, innovative and fun and it's our people that make the difference.

We are recruiting for a Facilities Coordinator to join our Facilities Team on a fixed term contract until the end of 2020, working full time based at our Support Office in Handforth, Cheshire. Reporting into the Facilities Manager (Vets) you will deliver an excellent customer service experience whilst providing both Planned and Reactive Maintenance & Compliance support to all of the Vet Group practices & Specialist Division referral centres.

Responsibilities:

• Deliver excellent customer service to all Joint Venture Practices (JVPs) and Vets Specialist Division in line with Service Level Agreements.
• Key member of the team responsible for coordinating Reactive repairs and Planned Preventative Maintenance at over 400 veterinary practices and specialist vets division.
• Manage incoming maintenance requests from JVPs (via telephone and email) and identify most cost effective solution, delivering effective maintenance repairs through contractor partnerships.
• Using the in-house facilities management system place purchase orders with contractors, ensuring that the appropriate, most cost effective solution is adopted and the issue is resolved in-line with KPIs.
• Using the in-house facilities management systems to actively manage all Planned Maintenance and Compliance services for JVPs and to ensure adherence to legislative requirements through contractor partnerships.
• Manage “Open jobs” and quotations ensuring these are completed in-line with KPIs.
• Validation of contractor invoices/contractor statements using the in-house invoice management system to check and approve invoices to ensure they are within agreed expenditure authority and querying any rates outside of contractor terms.
• Periodically audit completed reactive and planned maintenance works to ensure that a good level of customer service is maintained at all times and that works are carried out to agreed standards and to specification.
• Implement processes and procedures to improve the delivery of both reactive and planned maintenance to JVPs and the Specialist Division referral centres.
• Provide any other facilities management support to both the Vets Facilities Manager and the Head of Group Facilities Management.

Key Accountabilities:

• Build a great rapport with JVPs and maintain excellent relationships to enhance the Facilities Team’s reputation.
• Main point of contact between the Pets at Home Facilities Team, the Vet Group, and contractors, ensuring that all key stakeholders are managed and that works are completed in-line with service level agreements.
• When raising reactive repairs, ensure legislative compliance through control of contractors.
• Delivering prompt and cost effective service provision in-line with service level agreement.
• Support Line Manager and cross functional team members.
• Support Line Manager in review sessions with suppliers to ensure Vet Group service levels are maintained and improved and where required provide meeting minutes to be disseminated to stakeholders.
• Maintain department records to include files, contact lists, databases etc. to ensure all relevant information is current, accurate and accessible on the in-house Facilities Management system.
• Build cross-functional relationships, both internally and externally that will ensure KPIs are achieved and exceeded.

Requirements:

Essential:

• It is essential for the successful candidate to have experience of providing administrative support to a multi-site portfolio, with customer service focus.

Preferred:

• Previous experience of working in a facilities/maintenance administrative role within a retail or healthcare environment.

Skills and Knowledge:

• Excellent communication skills as you will be building cross-functional relationships both internally and externally.
• A self-starter, you will be able to work with minimum supervision and have a strong desire to exceed partner expectations
• IT literate with experience of Excel, Word, E-mail and databases.
• Strong negotiating skills to ensure that the most cost effective solution is adopted when liaising with suppliers and contractors.

Personal Attributes:

• Passion for people and pets.
• Customer and colleague-centric with a focus on service delivery.
• A team player.
• Enthusiastic, positive and determined.
• High level of resilience.
• Articulate and confident.

The Benefits:

• Salary up to £24,000 pro rata per annum
• 33 days annual holiday (including Bank holidays) pro rata
• Birthday Leave - 1 day extra leave to celebrate your Birthday!
• The option to buy extra holidays
• An extra days holiday when you become a new pet parent (Dog/Cat/Horse)
• Pension Scheme
• Colleague Discount- 20% discount for you (plus one family member). This can be used in Pets at Home Stores, Groom Rooms, Companion Care Veterinary Services, and Pet Plan Insurance!
• “Treats” benefits- an online range of offers and discounts which are available exclusively to Pets at Home Colleagues
• Life assurance
• Contributory Private Health Care
• Charity Leave- You are entitled to have one paid day’s leave each year to work for your favourite animal related charity.
• Celebrating Special Celebrations? You’ll get 1 extra week off and a gift to celebrate your wedding or civil partnership, and a gift from us if you are expecting or adopting a baby!
• Limited free car parking is available on site.
• Free Gym
• Colleague of the Month Awards
• Cycle to Work Scheme

*If you haven't heard back from us within 2 weeks, please assume that unfortunately on this occasion your application has been unsuccessful*