Facilities Coordinator – NYU London Job at New York University – in London

Job Description

Position Summary:
NYU is committed to being a welcoming campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform academic excellence. We seek candidates who will not only enhance our commitment to these values, but whose experience, competencies, skills, and community engagement efforts contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty.

This is a full time position reporting to the Facilities Manager. The post holder will share responsibility for ensuring that NYUL’s Academic Centre and student residences offer a safe, well-managed and compliant living and working environment. Under direction of the Facilities Manager, Facilities Coordinator will communicate with residents, staff and contractors to coordinate and schedule facilities related works and ensure efficient resolution. They will review daily, weekly and monthly work order reports to identify and coordinate work requests, keep all parties informed on progress of emergency and planned work, and be capable of overseeing and undertaking repairs and maintenance within NYUL’s buildings. Job Application Deadline – Sunday 20th February 2022 (11:59pm GMT).

Principal Accountabilities

Facilities Services – 25%

All Facilities department administration and filing, including for Contract, Maintenance, Finance and HSE, working closely with the Finance & Operations Administrator to ensure efficiency and compliance

Assist with contractor/contractual aspects such as HVAC, Lifting Equipment, Fire Alarm System, Access Control System, Cleaning, and Security etc.

Be on call on a rotational basis to receive out of hours facilities-related calls (on average 1 in 3 weeks), assessing the nature of problems and resolving them or escalating to supervisor for resolution

Substitute for Facilities Manager when they are absent; represent the Facilities department in meetings as required

Routinely carry out property inspections to ensure good practises are adhered to

Manage maintenance work order system e.g. incoming maintenance requests for all premises; monitor work flows and response turnarounds, ensure regular communication with stakeholders; produce reports on work flows in line with department key performance indicators

Coordinate and liaise with the Facilities Technician, Senior Porter and external contractors on planned and emergency works

Ensure planned preventive maintenance is carried out and recorded and remedial works are flagged for further review

Regularly meet with Facilities team and external contractors to manage work requests/maintenance

Interface with New York University-based Facilities & Construction Management and the Office of Global Programs personnel regarding NYU policies, procedures and management plans

Assist as requested by the Director or Associate Director Administration of NYUL on any ad-hoc operational matters

Contract Management – 25%

Obtain competitive quotations/tenders to ensure best value for money, in adherence with NYU and NYUL policies and procedures

Coordinate contractors on site ensuring compliance requirements are upheld

Assist with ensuring contact SLAs are met

Assist with procuring new vendors/contacts as and when required and support new contract tenders as requested

Liaise with NYU’s Office of Global Programs, Office of General Counsel, Procurement, Enterprise Risk Management, Public Safety and any other relevant departments to ensure new contracts meet requirements

Health, Safety, Compliance and Security – 25%

Ensure HSE records and local procedures and exercises are reviewed and maintained as per site manual and UK legal requirements, including COSHH, Risk Assessments, Fire Safety, Water Treatment, Incident and Accident Reporting etc.

Regular HSE Inspection to ensure safe working conditions, e.g. building inspections, first aid boxes, emergency kit bag etc.

Ensure data regulation compliance on all systems

Support Facilities Manager with access control and CCTV system management and coordination; assign access to staff, contractors, visitors and students as required

Site inductions for new starters, new security and cleaning staff, and visitors

Carry out DSE assessment and maintain records for all NYUL staff

Organise HSE training and recording e.g. Fire Warden & First Aiders

Carry out Facilities Training for new security and cleaning staff; coordinating their access to relevant NYU systems

Finance – 25%

Record and monitor Facilities planned and unplanned expenditure

Liaise with NYUL Finance & Operations to ensure invoices are paid in a timely manner

Issue purchase orders as and when required, in collaboration with the Finance & Operations Administrator

Update and maintain Facilities forecast/budget costs

Ensure finance processes and procedures are followed for audit purposes

Required Education

Good standard of Secondary or higher education

Required Experience

3 years experience in a similar role

Required Knowledge, Skills, and Abilities

Strong interpersonal skills with ability to listen and contribute to team decision-making; enthusiastic team player

Demonstrable knowledge and experience of UK buildings and HSE compliance and codes/regulations

Ability to conduct/undertake general building repairs and maintenance

Willingness to work occasional weekends and respond to after-hours emergencies

Demonstrable commitment to delivering an excellent service; a positive attitude to staff development and training

Punctual, responsible, self-motivated and flexible

Excellent interpersonal and written communication skills; the ability to converse with a diverse range of people at all levels

Computer literate; experience of Excel

Positive and proactive attitude to an often demanding workload

Proven ability to manage own workload and to work flexibly in response to changing demands and priorities; ability to cope under pressure

Demonstrable problem solving and organisational abilities

Preferred Education

Degree or equivalent in a relevant field

Professional membership of a recognized professional body such as IWFM, RICS and CIBSE

Relevant HSE qualification e.g. IOSH or NEBOSH

Preferred Experience, Skills and Abilities

Experience of working in higher education facilities and student housing

A demonstrated commitment to promoting a diverse and welcoming environment, as evidenced by prior successful and innovative measures

Additional Information:
Candidates must have the unrestricted right to work in the UK prior to appointment.

Benefits: 28 days annual leave, USS pension scheme and private medical insurance (optional)

Candidates should advise of any reasonable adjustments needed to participate in the application and interview processes.

NYU London is an equal opportunity employer committed to equity, diversity and social inclusion.

EOE/AA/Minorities/Females/Vet/Disabled/Sexual Orientation/Gender Identity

About Company

Company: New York University –

Company Location:  London

About New York University -