Contracts Coordinator/Work Scheduler

Location: Cheltenham, Gloucestershire |
Salary: £32,000 |
Posted: 5 Apr 2022 |
Closes: 3 May 2022 |
Job Type: Full Time and Permanent |
Business Unit: UK Facilities Management |
Region / Division: UK & Ireland |
Reference: 11552

Role Responsibility:




40hrs, Full Time, Permanent

£32,000 per annum


Excellent Company benefits including Contributory Pension.  Plus a retention bonus £2000 pa (pro rata) subject to meeting the eligibility criteria.  Recruitment welcome bonus also paid once site clearance is achieved of 2.5% of basic salary


As a leading Facilities Management company, G4S FM improves the lives of millions of people across the UK and Ireland by creating productive, safe and smooth working environments. We support the efficient delivery of front line services in critical environments for the private sector, national and local government agencies. 


At G4S FM our expertise in sectors such as defence, courts and hospitals is second to none. Our success is underpinned by the way we attract, develop and engage with our people, as well as the culture and values that shape the way we work and how our colleagues carry out their roles. Our values are integral to everything we do. We act with integrity and respect. We are passionate about safety, security and service excellence and we achieve this through innovation and teamwork. We are a sustainable, ethical business and this is key to the ongoing success of G4S FM.


We have an exciting opportunity for a Contract Coordinator/Work Scheduler to join our team based in Cheltenham, Gloucestershire.  This is a full time role working 40 hours per week, between 7:00am - 5:00pm


The successful Candidate will work within the site based team delivering Computer Aided Facilities Management (CAFM) planned maintenance along with reactive maintenance activities. To also manage contractors who come onto site to ensure they work within their contract and to proactively manage their performance. You will possess strong I.T and interpersonal skills along with complying with all health and safety requirements and site rules.


Key Responsibilities will include:


  • Coordinate suppliers for delivery of Planned Preventative Maintenance (PPM) and Repair Work (RW) works in line with the Computer Aided Facilities Management (CAFM) system.

  • Allocate reactive, planned maintenance and repairs work orders to engineers.

  • To ensure all engineers have a full schedule of work each day and are being fully utilised to ensure maximum productivity.

  • To ensure that all jobs are attended and completed within the required response time.

  • Ensure all follow-up jobs not marked by the engineers as being completed after attendance are reallocated as required.

  • Accurately record all actions taken by the engineers in the CAFM system to ensure a full audit trail.

  • Logging jobs on to the CAFM system along with data entry into excel spreadsheets.

  • Ensure that supplier PPM delivery is effectively planned for each year minimising peaks in supplier attendance to ensure that resources are available to support in the supplier delivery.

  • Proactively Manage supplier attendance and performance on site

  • Provide support to the wider operational team to ensure access to required areas within the estate can be gained when required in order to deliver Planned Preventative Maintenance and Reactive work activities.

  • Ensure that CAFM is appropriately scheduled for all PPM delivery across the operational team and working with the management team smoothing of workloads.

  • To take action to keep up to date with changes to the contract and sharing information learned with the team.

  • Provide the appropriate communications to our client (in line with their policy) advising of any works that could have an impact upon them

  • Providing regular updates and reports on performance of the wider operational team.

  • Processing of supplier paperwork ensuring that the appropriate logbooks are kept up to date for areas of responsibilities.

  • Be aware of the business continuity plan for the part of the business you work in.

The Ideal Candidate:



Essential Criteria:

  • Good working knowledge of google packages.

  • IT literate.

  • General administration experience.

  • Great customer service skills.

  • Excellent communication skills.

  • Ability to work under pressure.


Full DV clearance is desirable but not essential


Additional Company Benefits available:


  • Company pension scheme with employer contributions

  • G4S Life Assurance Scheme

  • Free eye-tests/discounts for VDU users

  • Subsidised healthcare plan

  • Charity work- Match-IT and Payroll Giving

  • Employee Assistance Programme Scheme (Confidential Counselling Services, 24/7 support specialising in health and medical topics )

  • Discounts on high street shops and brands including several leading high street brands, retailers and travel suppliers

  • Progression, training and development opportunities.


Please be aware that due to the nature of the business security clearance to a high government level will be required.



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