Job title: Facilities Account Co-ordinator
Reporting to: Managing Director
Salary: Negotiable depending on experience

Job Purpose:

To ensure the customer receives a level of service that represents and exemplifies a feeling of a true and holistic account management which develops stronger relationships for securing additional business.

Co-ordinate all works across the facilities division of the business through the stages of planning and resource management.

Provide quotations to the customer using our pre-determined pricing lists where appropriate OR utilising our network through gaining information from the customer, site visits and negotiating with trade allies.

To cost manage the works through the division to ensure profitability is achieved or exceeded by negotiating with suppliers.

Key Responsibilities

To nurture your allocated customers to ensure they achieve their grading potential identified and secure future and current business. Frequently educate your customers in terms of the companies full service offerings. 

Job Verification

To carry out the Job Verification Process, clarifying key data with the customer to gauge parameters of the works and probability. Based on this information collated review the works required are within the companies remit.

When necessary use the pre-determined pricing lists and template to advise the customer of a guideline price for works requested.

Utilise our network of trade allies for performing our PQS to provide costs for quotations of small none project works.

Collate all costs into a cost sheet which is then ratified for its accuracy and competitiveness, negotiating better rates where necessary. Reviewed for profitability.

Collate the quotation document using templates to complete and send to the customer.

Follow up all quotations with the customers to gain the work in line with the sales to follow up communication and job decision process.

Planning & Work in Progress

Ensure specification has been agreed and recorded on the trade allies’ planner.

Support the completion of all Health and Safety paperwork including the risk assessments, method statements and construction phase plans.

Collate the Job Packs for issuing to the trade allies for works required.

Order quantities of materials & plant hire for works.

Liaising and communicating with customer frequently with all relevant paperwork.(certificates, sign off sheets etc)

To ensure we get all trade allies to send all photographs to send onto our customer to confirm completed works.

Closure of opportunities and updating of ACT for future analysis.

Account Co-ordination

Attend weekly operational account meetings with the Works Operations Manager for exception reporting on customer works information and provide ideas, insights and challenge to achieve solutions.

Attend monthly account meetings with the MD for reporting on the customer portfolio information and provide ideas, insights to achieve improved transaction rates.

Assist in the recruitment of trade allies adhering to the recruitment process.

Ongoing feedback and communication to the Works Operations Manager on  trade allies performance for monitoring and updating the trade matrix,

Timely invoicing for cashflow purposes.

Ensuring works financial paperwork is all in place, PO and sign off documents.

Co-ordinate all testimonial videos, photo’s and feedback forms.

Periodic visits to customer sites to carry out an account management appraisal as part of a new holistic approach.

Following the Complaints Procedure resolve any customer issues as and when required.

Key Skills Required

  • Possession of strong negotiation skills.
  • Robust Problem solving
  • Excellent interpersonal skills (written and verbal communications)
  • PC literacy to include excellent excel and Microsoft office skills
  • Analytical with exceptional organization skills
  • Ability to work to deadlines and SLA.
  • Basic Health & Safety understanding – Risk and Method Statements. Desirable not essential.