Facilities Support CoOrdinator - Inside IR35 contractor for 6m

Are you a highly organised problem solver who thrives on making things run smoothly behind the scenes? Do you enjoy coordinating people, processes, systems, and suppliers while driving continuous improvement? If so, this could be the perfect opportunity for you.

We are looking for a proactive Facilities Support Coordinator to play a pivotal role in supporting the day-to-day operations of a busy engineering environment. This is far more than a traditional facilities role. You'll work across facilities operations, contractor management, compliance, digital transformation, reporting, and process improvement, helping to modernise and streamline the way our facilities function.

Working closely with Facilities, HSE, Finance, IT, and external service providers, you'll be at the centre of coordinating critical activities, managing contractor relationships, supporting site compliance, developing innovative reporting solutions, and driving the digitalisation of key processes. From Power BI dashboards and workflow automation to contractor planning and stakeholder engagement, you'll have the opportunity to make a visible impact across the organisation.

If you're someone who enjoys taking ownership, improving processes, building strong stakeholder relationships, and helping create a safer, smarter, and more efficient workplace, we'd love to hear from you.

Safran Engineering Services are looking for support within the Facilities team at SEP site in Pitstone. This will initially be a 6m Inside IR35 contract, but may become permanent. You will be required to be On site on Monday-Wednesday and working remotely Thursday and Friday

Requirements

Core Responsibilities

A. Facilities Operations & Coordination

- Work Request Management:
- Record, initiate, schedule, monitor, and close work requests in Pirana (or ShireSystem).
- Coordinate with contractors and internal SEP personnel to ensure timely completion of tasks.
- Plan and manage contractor visits, ensuring all RAMS and insurance documents are in place.
- Track and record work completion status and maintain up-to-date records.

- KPI & Performance Tracking:
- Monitor and record KPIs such as MTBF (Mean Time Between Failures), TAT (Turnaround Time), and contractor performance metrics.
- Maintain dashboards for OPEX, project finance, and work order status.

- Finance & Procurement Support:
- Review and track PO/PR status, complete pending GRs, and support invoice processing.
- Assist in budget tracking and reporting, comparing actual spend to budgeted values.

B. HSE & Compliance

- Subcontractor Approval:
- Ensure all contractor HSE prerequisite documents are up to date.
- Support HSE team in incident tracking, risk mitigation, and compliance reporting.
- Update findings and actions in Pirana/ShireSystem.

C. Digitalisation & Process Improvement

- Dashboard & Reporting:
- Develop and maintain Power BI dashboards for live reporting of facilities data.
- Automate data flows between Pirana/ShireSystem, Excel, and Power BI.
- Create and maintain a stakeholder map for all facilities-related activities.

- Process Automation:
- Implement Smartsheet forms for job requests and progress tracking.
- Support integration of digital tools (SharePoint, MS Teams) for document management and communication.

D. Stakeholder Engagement

- Governance & Communication:
- Lead weekly operational meetings, monthly strategic reviews, and quarterly improvement reports.
- Coordinate between Facilities, HSE, IT, and Finance teams.
- Provide regular updates to management (Haroon, Marc, etc.) and ensure alignment with strategic goals.

- The Project management and coordination/planning in relation to Soft Services, Purchasing and Invoicing, and in Contractor Management prior to them coming to site – making business and strategic decisions are not in this work scope.
- Onsite – Monday-Wednesday and working remotely Thursday and Friday
- Digitalising and automating of work flows/processes to make the job easier.
- The planning and management of facilities contractors

- Soft facilities cleaning (planning)
- Soft facilities maintenance services – working with Sidekick Manager and supporting scheduling
- Canteen service provider – working with Campus Manager (Stakeholder engagement) – more details required

- Planning contractor service visits in coordination with the Maintenance Team Leader
- Arranging Contractors to attend site to ensure site remains Compliant
- Facilities team to bring candidate up to date with the Pirana plan i.e. dates / companies required to attend site and key points of contact before handing over.

- Ensuring all work undertaken at the site has been approved, and purchase orders / capital expense requests signed off, invoices are Goods Receipted
- Facilities team to demonstrate how asset reports are prepared and reviewed according to requirements. Following this the candidate will setup a governance and comms structure for the team where KPI’s are published in accordance with the policy (Work with Pirana / Power BI)
- Ensure compliance with regulatory HSE standards and support the HSE team in the achievement of Safran HSE standards as follows
- Ensure correct planning and record keeping of activities . Review current filing system on S drive to improve accessibility (Project work)
- Organising subcontractor approval & introduction TPO/PMI to the site in order to ensure safe systems of work are followed
- Documentation retention/Updating – ensure all HSE documentation required is in date including Insurance, Risk Assessments and Training Documents.
- Actioning service provider reports
- Add findings to Pirana once familiar to the tool – TPO/PMI to assist in identifying required work

Projects

- Develop stores management system
- Maintaining spares stock determining stock levels – TPO/PMI

Benefits

- Early finish on a Friday - 0800-1645 Mon-Thurs, 0800-1200 Friday
- Onsite canteen