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Facilities Management Coordinator
Job Posted: 4 hours ago
Salary: £ 28,000 - 28,000 / Annum
Job Type: Permanent
Location: Rotherham, South Yorkshire
Expire in: a month
Job Description
Andy File Associates are acting as a recruitment agency on behalf of our client with regards this permanent position.
Facilities Management Coordinator (Invoicing & Subcontractor Administration)
Overview
The Facilities Management Coordinator is responsible for supporting the smooth operation of facilities services by managing invoice processing, maintaining accurate financial records, and serving as a key communication link between clients, subcontractors, and internal teams. This role ensures timely payment, compliance with contract terms, and high-quality service delivery.
Key Responsibilities
Invoicing & Financial Administration
* Prepare, review, and process invoices for facilities services in accordance with company procedures and contract requirements.
* Track purchase orders, delivery notes, work orders, and service reports to ensure billing accuracy.
* Monitor and reconcile accounts payable and accounts receivable related to facilities operations.
* Maintain up-to-date records of all invoicing activities, payment status, and financial documentation.
* Follow up on outstanding payments with clients and escalate issues where necessary.
* Verify subcontractor invoices against agreed rates, completed works, and supporting documentation.
Subcontractor & Supplier Coordination
* Liaise with subcontractors to obtain quotes, confirm job completion, and resolve invoice discrepancies.
* Ensure subcontractors meet compliance requirements, including insurances, certifications, and health & safety documentation.
* Maintain an approved supplier list and update subcontractor information as required.
Client Relationship Management
* Act as a point of contact for client queries relating to billing, scheduled works, and service updates.
* Provide timely and accurate reporting on work progress, invoicing status, and cost tracking.
* Support the preparation of client-facing documents such as monthly reports or financial summaries.
Facilities Support
* Assist with scheduling planned and reactive maintenance activities.
* Maintain asset logs, service records, and contract documentation.
* Support the Facilities Manager with general administrative tasks and coordination as needed.
Skills & Competencies
Essential
* Strong experience in invoicing, accounts administration, or financial coordination.
* Knowledge of facilities management processes and subcontractor workflows.
* Excellent communication and relationship-building skills.
* High attention to detail with strong numerical accuracy.
* Proficiency with MS Office (especially Excel) and finance/CAFMs systems.
* Ability to manage multiple deadlines and prioritise workloads effectively.
Desirable
* Experience working within facilities management, property services, or construction.
* Understanding of compliance requirements (H&S, contractor documentation).
* Familiarity with purchase order systems and service-level agreements.
Qualifications
Minimum: GCSEs/A-Levels or equivalent.
Preferred: NVQ or diploma in Business Administration, Facilities Management, or related field.
Financial administration certifications advantageous.
Personal Attributes
Proactive and organised with a problem-solving mindset.
Professional, customer-focused attitude.
Able to work independently and collaboratively.
Integrity in handling financial information and sensitive documentation.
Hours 9am - 5pm with some flexibility on hoursBefore You Apply
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