JOB DESCRIPTION                            

Job Title: Account Coordinator

 

Purpose of Job

The Account Coordinator provides comprehensive support to the Account Director (AD) in the management and service delivery of the Landsec contract. This role is crucial in ensuring efficient operations, effective communication, and the successful execution of planned and reactive maintenance activities. The Account Coordinator will be instrumental in supporting the Service Delivery Team, managing contract communications, driving continuous improvement initiatives, and assisting with general contract administration.

 

Key Responsibilities

Contract Communication & Collaboration: 

Develop, manage, and maintain all contract communications, including the Teams channel. Act as the primary point of contact for internal and external communication related to the account. Manage the account's Microsoft Teams channel, ensuring effective communication and collaboration among team members. Prepare and distribute regular updates to stakeholders on contract performance, key initiatives, and important announcements.

 

Team & Stakeholder Engagement: 

Develop and implement the people engagement action plan, focusing on team morale, motivation, and professional development. Organize team-building activities and events to foster a positive and collaborative work environment.

 

Administrative & Operational Support:

Provide comprehensive administrative support to the AD, including scheduling meetings, taking minutes, chasing actions, issuing agendas, and managing correspondence. Maintain an accurate and up-to-date organizational chart, including contact details for all team members. Assist in the creation and development of local processes, ensuring they align with BGIS standards and client requirements. Support the AD with QHSE (Quality, Health, Safety, and Environment) trackers, contributing to their development and ensuring accurate data entry and reporting. Assist with booking and coordinating training sessions for the team.

 

Performance Reporting & Analysis: 

Collate, update, and populate monthly client reports, ensuring accuracy and timely delivery. Analyze performance data to identify trends, areas for improvement, and potential risks. Support the AD in presenting performance data to the client, highlighting key achievements and addressing any areas of concern. Assist with the management of PPM (Planned Preventative Maintenance) and reactive maintenance schedules, ensuring tasks are completed on time and within budget. Monitor and track the progress of enabling action plans, providing regular updates to the AD.

 

Continuous Improvement & Digital Development: 

Champion continuous improvement initiatives on the contract, managing the rollout of communications and compiling monthly reports. Identify opportunities to streamline processes, improve efficiency, and enhance service delivery. Support the business with the implementation of digital developments and their rollout on the contract. Stay informed about industry best practices and emerging technologies that could benefit the account.

 

Client Relationship Management: 

Support the AD in building and maintaining a strong relationship with the client. Ensure that client needs and expectations are understood and addressed promptly and effectively. Proactively identify and resolve any client concerns or issues.

 

Office Management: 

Undertake general office management tasks as required, ensuring a smooth and efficient working environment.

 

Person Specification

Attention to Detail and Accuracy: Meticulous attention to detail, ensuring accuracy in all tasks and communications. Takes action to ensure work is delivered to a high standard of quality, timeliness, and quantitative performance. Communication: Excellent written and verbal communication skills, with the ability to effectively communicate with stakeholders at all levels. 1 Actively listens to ensure mutual understanding. Flexibility: Adaptable and able to manage multiple priorities in a dynamic environment. Willing to take on new tasks and challenges as they arise, under own initiative if necessary. Teamwork: A collaborative team player who is supportive of colleagues and contributes to a positive team environment.  Organisational & Political Sensitivity: Understands the impact of decisions and actions on different parts of the organization. Navigates organizational dynamics effectively.  Internal Networking: Builds and maintains strong relationships with colleagues across the organization.  Problem Analysis & Solving: Able to analyze complex problems, evaluate alternatives, identify sound options, and create solutions.  Creativity: Proactive in generating new ideas and innovative solutions to improve processes and service delivery.  Initiative: Proactive and self-motivated, with the ability to anticipate needs and take initiative to address them.  Ensuring Results: Takes ownership of tasks and projects, ensuring they are completed to a high standard and within agreed timelines.  Influencing: Able to effectively present ideas and proposals, persuading others to support them.  Customer Focus: Dedicated to meeting and exceeding the needs of both internal and external customers.

 

Education & Experience:

A good basic education is essential, with strong written and spoken English and basic Mathematics skills. Proven experience in an administrative or coordinator role, preferably within a facilities management or related industry. Experience working in a fast-paced, client-facing environment. Experience with CAFM (Computer-Aided Facilities Management) systems is desirable. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams). Experience with a trophy building is preferable but not essential.

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organisation. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognise that promoting diversity is an essential component of our continuing pursuit for organisational success!