Facilities Management Works Co-ordinator/Planner - Leeds/Remote Working

Date: 24-Jan-2023

Location: Leeds, GB, LS10 1AZ

Company: Royal Mail Group

Job reference number 282097

Salary: £22,164 per annum, up to 6% performance related bonus and 20 days annual leave plus Bank Holidays

Full time, 37.5 hours per week


Leeds Mail Centre, Leodis Way, Stourton, Leeds, LS10 1AZ




Property and Facilities Management have an opportunity for a Facilities Management (FM) Works Co-ordinator who is responsible for the ownership and coordination of Business-driven FM activities and administrative tasks that facilitate the completion of engineering and building maintenance work across the Royal Mail Group estate. 

The role
As Work Co-ordinator, you’ll respond to all Business and Customer needs, provide innovative solutions, identify opportunities to add value, complete ad hoc project work and admin support as required.

Working in a fast-paced environment, with demanding timescales, you’ll use work planning and procurement systems to coordinate and monitor all building maintenance work requests, ensuring engineer scheduling plans are accurate, achievable and jobs are carried out in an efficient and compliant way.


By ensuring optimum use of resources and skills, you’ll deliver our business SLA/KPI and productivity targets and use appropriate resources to achieve successful business outcomes using the “Plan, Release, Control, Respond” methodology.

You’ll be responsible for ensuring jobs do not fall into jeopardy, intercept potential failures, design remedial plans that address issues, along with communitive updates to customer and stakeholders.

The coordination of work will include; processing of purchases orders/uplifts, arranging hire equipment, resource (internal & external) planning, use of MI, supply chain co-ordination, monitoring and maintaining performance expectation for the works delivery cycle.

Flexibility is key as you’ll work closely with the whole of the FM Works Coordination Team and will be expected to be flexible to cover varying tasks as required including annual leave, demand and sickness cover across all products and tasks. 

Furthermore, you’ll work collaboratively with the Helpdesk to provide seamless end to end customer service as well as Op’s and product leads to ensure all works are fully compliant and work within a designated region and focus on customer satisfaction and Business success.

Other accountabilities

  • Ensure ownership for the completion and communication of critical and priority one calls – even if they are not within your assigned regional team – to ensure all Business requirements are met inclusive of H&S, SLA’s and Business continuity. 
  • Liaising with subcontractors and supply chains to ensure works are completed compliantly and on time in line with Business performance expectations. 
  • Ensuring all resources in your region report themselves available for work by their given start time, and ‘log off’ their shift at their expected shift end time, with all jobs appropriately actioned.
  • Processing all ‘return visit’, ‘engineer assist’ and other admin requests from resources in accordance with the requirements of the individual job. 

Attendance - Full time, 37.5 hours per week. Hours between 06:00 – 16:00, Monday to Friday. A degree of flexibility with attendance is required. 
Location - We are operating a hybrid approach to attendance and you will be required to be in the Leeds office 3 days a week with home/remote working option for the remaining 2 days. Additionally, all training will be conducted on site in Leeds (this may be full time for the duration of the training). Please note, this hybrid approach may change, subject to business requirements and you need to be fully flexible and if required, attend the Leeds office 5 days a week.

Leeds Mail Centre is located just off the M1 and has on-site parking for its staff. Its within close proximity to the city centre and has a frequent public transport links. There is an on-site gym and canteen facilities. 

About you
You need to demonstrate the following skills and experience on your CV:


  • Knowledge of Facilities Management services, work scheduling and associated administrative tasks across a large and varied estate.
  • Knowledge or experience of working with Scheduling, Planning and Procurement systems.
  • Knowledge of Facilities Management Contact Centre operations and technologies.
  • Good analytical and problem-solving skills, with the ability to identify innovative solutions.
  • Strong IT skills, in particular Excel (ability to navigate spreasheets, filters and formulas).
  • High attention to detail and accuracy. 
  • Ability to prioritise jobs effectively and work under pressure on own initiative. 
  • Experience of working to strict deadlines and taking actions to prevent deadline failures.
  • Strong interpersonal skills capable of communicating with a variety of audiences and building / maintaining relationships.
  • Customer focused with a first-class telephone manner.


Closing Date: Tuesday 7th February.  Please note, this advert may close early if the appropriate number of applications has been reached.


About Us
Royal Mail Property & Facilities Solutions is responsible for upgrading and safely maintaining one of the largest corporate real estates and property portfolios in Europe, with over 2,600 sites.


We pride ourselves in working to the highest standards of both technical assurance and customer service.  It’s our job to support Royal Mail in being the best delivery company in the UK and that it is fit for delivering to 29 million addresses nationwide, six days a week.


Through our core delivery pillars of Real Estate & Value Generation, Property Programmes & Projects, and Workplace Services, Royal Mail Property & Facilities Solutions plays a key role in keeping the mail moving.


Royal Mail Property & Facilities Solutions employs 3000 employees and is owned by Royal Mail Group Ltd.



For more information on Royal Mail Group and our values please click here: https://jobs.royalmailgroup.com/content/About-Us/?locale=en_GB



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