Facilities and Fleet Coordinator

Facilities & Fleet Coordinator

Location: Morley Street, Waterloo

Contract: Fixed Term until end of April 2027, with a view to extend to a permanent position.

Salary: £27,100 - £28,860 pa, depending on experience

Hours: 37.5 per week

Groundwork London is a social and environmental regeneration charity, working with partners to build sustainable communities where individuals and enterprise prosper. This position is an exciting opportunity to work in a key role in the delivery fleet and facilities management.

The team is seeking an experienced Administrator to contribute to the effective resource management and administration of the fleet and facilities. Highly analytical with experience in implementing new systems and processes, you will work across Groundwork London’s sites to provide efficient and cost effective support for fleet and facilities management.

Key Responsibilities and Tasks

Fleet Support

• Ensure periodic vehicle checks have been undertaken by GWL drivers to ensure safety of our staff as well as compliance with relevant regulations and contracts
• Monitor maintenance schedule and book vehicles for MOTs with our fleet vehicles provider
• Ensure all accidents are accurately recorded and investigated and manage insurance claims
• Co-ordinate vehicle assignment according to the needs of our field projects, including on-hire process for new vehicles and off-hire process for the ones no longer required
• Co-ordinate fleet related supplier contracts, tenders and appraisals and monitor performance to ensure best value across sites, this including contracts with vehicle hire companies as well as telematics systems providers.
• Monitor the vehicle tracking data and provide reports on this to the relevant teams as well as monthly reports on fuel card and parking account expenditure.
• Co-ordinate allocation and use of fuel cards and assist drivers with their expense claims
• Communicate effectively with drivers, mechanics, vendors and other internal and external stakeholders to ensure smooth fleet operations
• Co-ordinate management of the Trust’s vehicle fleet including keeping the vehicle list and maintenance history updated, managing parking services and the payment and administration of Penalty Charge Notices (PCN) and other associated vehicle management as required

Facilities Support

• Assist with the co-ordination of the Trust’s properties and assets at our head office in Morley Street, London, with occasional involvement with other sites across London
• Assist with supplier contracts, tenders and appraisals and monitoring of performance to ensure best value across sites.
• Monitor day-to-day budgets, assist in preparing annual budgets (in collaboration with the Facilities Manager) and reporting concerns in operational costs.
• Assist Facilities manager with property management coordination in respect of GWL’s property leases and sub-leases and the raising of invoices as appropriate for tenants.
• Assist in drawing up schedules for the periodic inspection and maintenance of premises and assets, monitoring for compliance.
• Provide support as necessary for all office-based management systems (documents and process management). Ensuring that the documents and processes are always up to date.

Health & Safety

• Ensure an effective health & safety management system (i.e., asbestos; electrical safety; fire safety; first aid; gas; working at height; lifting equipment; and legionella) is in operation (in collaboration with the Facilities Manager) for the Groundwork London sites’ environments, complying at all times with UK health and safety law and supporting Groundwork London’s drive for sustainable improvements
• Ensuring effective communication and assessment of health & safety matters within the Administration team and to all staff in respect of the Groundwork London sites’ environments for the purpose of collectively improving health & safety performance and to ensure compliance.
• Ensure (in collaboration with the Facilities Manager) that all facilities related risk assessments are undertaken as required. Maintaining and update appropriate registers in accordance with legal requirements and Groundwork London’s policies and procedures.
• Ensure all fleet accidents are accurately recorded and investigated, including following up on any appropriate remedial action to ensure these are closed.
• Assist with the Facilities Managers’ membership and duties to the Trust’s health and safety committee.
• Assist in ensuring that Groundwork London maintains accreditation to UVDB Achilles, ISO14001 and CHAS, and support accreditation to other environmental or quality management systems as appropriate.

Qualifications

• Minimum of 1 year of experience in an administrative, fleet management or H&S role
• Strong understanding of fleet management principles and best practices
• Excellent organizational, communication, and interpersonal skills
• Proficient in Microsoft Office Su