Facilities Coordinator - NYU London

NYU is committed to being a welcoming campus community that reflects and enacts the values of global inclusion, diversity, belonging, equity and accessibility 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 the direction of the Facilities Manager, the 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 16th October 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%

• Project, 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 evenings/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 Microsoft Suite and ideally Google Suite
• 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

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. We strongly encourage applications from under-represented individuals in the profession, across colour, creed, race, ethnic and national origin, physical ability, and gender and sexual identity. NYU London affirms the value of differing perspectives on the world as we strive to build the strongest possible university with the widest reach.

 

NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at nyu.edu/nyugreen.

 

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

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