Specialist Services and Asset Coordinator

Key Responsibilities Include
(but not limited to):

Subcontractor Management:

• Populate and maintain accurate quote information within the quoting application for subcontractors.
• Proactively chase subcontractors to secure timely quotations and cost details.
• Assist in preparing and managing contract variation documentation and subcontractor cost request processes.
• Monitor subcontractor performance, specifically identifying and escalating missed SLAs.
• Regularly review open subcontractor orders, escalating overdue or problematic orders to appropriate stakeholders.
• Conduct and support onsite subcontractor audits, accurately completing audit documentation.
• Train and support subcontractors to effectively utilise Corrigenda’s online portal.
• Upload and manage subcontractor agreements within the Planon system.
• Maintain subcontractor DBS compliance, managing documentation and necessary updates.
• Regularly update subcontractor contact details and maintain accurate engineer listings.
• Attend subcontractor performance meetings, accurately documenting minutes and ensuring follow-up actions.
• Collate tender documentation and assist the Bid Team by distributing tender information to subcontractors.
• Maintain regular communications with subcontractors, resolving queries promptly and ensuring compliance.
• Act as liaison between subcontractors and internal teams to facilitate seamless operational processes.

Asset Management Support:

• Assist in asset verification activities, accurately inputting and updating data.
• Support condition assessments by gathering, organising, and managing
documentation and reporting outcomes.
• Record asset discrepancies identified during site surveys or audits and support reconciliation tasks.
• Provide administrative assistance in documenting asset replacement costs and budget information.
• Regularly update the CAFM system with verified asset data.
• Generate and distribute asset data reconciliation reports and perform data quality checks for accuracy.
• Prepare trend analysis reports on asset performance for management and clients.
• Support creation and dissemination of CAFM training materials and user documentation.
• Provide CAFM training and support to staff members.

Administrative and General Support:

• Support diary management, scheduling, and coordination of meetings/site visits for the Head of Specialist Services and Technical Asset Manager.
• Coordinate, document, and manage variations related to asset management and maintenance contracts.
• Monitor financial details linked to asset-related variations.
• Liaise effectively with contract and capital works teams to ensure accurate recording of completed asset changes.
• Assist with critical spares documentation and maintain accurate stock records.
• Document sustainability opportunities within asset management activities.
• Provide administrative support for client and internal meetings, including scheduling, agenda preparation, and minute-taking.
• Ensure compliance documentation for asset management activities is wellorganised and up-to-date.
• Respond efficiently to routine enquiries, escalating complex matters appropriately.

Minimum Requirements / Qualifications:

• Strong organisational and administrative skills.
• Excellent communication skills (written and verbal).
• Proficiency in Microsoft Office and CAFM systems.• Ability to manage multiple tasks, prioritise effectively, and meet deadlines.
• Previous experience in facilities management, asset management, or subcontractor coordination roles desirable.
• Attention to detail and high level of accuracy.
• Ability to work independently and collaboratively within a team.

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