Facilities Coordinator

FM Mobilisation Coordinator

Location: St Albans-Office-based (5 days per week Mon - Fri)Department: Estates & Facilities ManagementReports to: FM Manager

Role Overview

The FM Mobilisation & Systems Coordinator will play a critical role within the Estates & Maintenance team, taking ownership of the mobilisation of new clients and contracts.

This role is responsible for ensuring all maintenance, engineering, compliance, asset and operational requirements are fully established from day one of contract onboarding. Coordinate every aspect of mobilisation including asset data, CAFM system setup, planned maintenance programmes, contractor onboarding, compliance records, and audit readiness.

The role will also include post-mobilisation aftercare to ensure smooth transition i

Contract Mobilisation & Onboarding

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• Lead and coordinate mobilisation of new FM clients within the estates and maintenance portfolio
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• Develop and manage mobilisation plans
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• Ensure all operational requirements are in place
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• Work closely with internal stakeholders, and clients
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• Support mobilisation meetings
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Maintenance & Engineering Setup

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• Establish Planned Preventative Maintenance (PPM) programmes
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• Ensure alignment with SFG20 standards
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• Coordinate engineering requirements and maintenance
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• Validate maintenance scopes
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Asset Management & Data

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• Review, cleanse and validate asset data received during mobilisation
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• Create and maintain accurate asset registers
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• Support asset verification exercises,
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CAFM Systems & Workflow Management

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• Configure CAFM systems with asset data, PPM schedules and compliance records
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• Set up workflows, tasking structures and reporting functionality
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• Use CAFM to extract, analyse and validate operational data
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• Ensure data integrity
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• Support users with queries
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Compliance & Audit

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• Set up statutory compliance programmes and certification tracking
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• Maintain accurate and auditable records
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• Prepare for and support internal and client audits
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• Ensure all mobilisation documentation is complete
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Contractor & Supply Chain Coordination

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• Support onboarding of maintenance and specialist contractors
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• Collect and manage supplier compliance documentation
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• Ensure all contractors are configured within CAFM systems
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• Act as a key point of coordination
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Aftercare & Continuous Improvement

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• Provide post-mobilisation support to ensure smooth transition into BAU
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• Monitor performance, data quality and system effectiveness
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• Identify and implement improvements
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• Contribute to development of mobilisation standards and best practice
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Skills & Experience

Essential

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• Strong technical understanding of Facilities Management, particularly maintenance and engineering
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• Experience working within estates, FM or building services environments
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• Good working knowledge of CAFM or similar asset/maintenance systems
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• Strong data handling skills and attention to detail
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• Ability to manage multiple mobilisation workstreams simultaneously
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• Confident communicator
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• Proactive, organised and solutions-focused approach
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Desirable

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• Knowledge of SFG20 and PPM planning principles
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• Experience in contract mobilisation or transitions
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• Awareness of statutory compliance requirements
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• Ability to interpret technical documentation
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Personal Attributes

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• Technically minded with strong FM and maintenance awareness
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• Highly organised and methodical
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• Analytical mindset with strong attention to detail
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• Comfortable working with systems, data and processes
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