Facilities Coordinator

Transformation has resulted in changes in skills requirements, roles, and numbers of roles required in the new operating model. The roles in the new operating model will be restricted to employees in the selection pool in the first instance. Selection for any jobs that remain unfilled following the agreed selection process will be conducted in line with the Global Recruitment policy.

Facilities Coordinator
The Role
To provide and maintain an appropriate working environment for staff and visitors in British Council Athens and Thessaloniki premises, which is safe, environmentally-friendly, cost-effective, and efficient and which makes a positive statement about Britain and the British Council to clients and customers.

Accountabilities
Premises & Facilities

• Coordinate the maintenance, repairs and renovation of the Council's owed and rented office premises. Ensure project activities are within Council and regulatory policies and procedures and reporting on project status. Projects should be delivered within agreed scope, on time and to budget in the most efficient and cost-effective manner without exposing the BC to unnecessary risk.
• Keep all office inventories including the country's fixed asset register and that the appropriate fixed asset forms are processed as/when required. Report on Fixed assets status for monthly FCCF.
• Coordinates the overall performance of the assigned contracts' deliverables, contract compliance, performance management.
• Coordinates and monitors office space management
• Prepare and submit the annual Greece Leases and Greece Global Property Performance Data (GPPD) returns.
• Handle Facilities contracts (maintenance, security, cleaning, rents, renovation works etc) in cooperation with Procurement Manager
• Health and Safety Coordinator and Fire Safety Officer for Greece: Ensure FM services are provided in accordance with the relevant health and safety, fire and security legislation and British Council risk management and environment requirements. Carry out risk assessments, identify hazards and recommend improvement actions to the line manager.
• Organise and support the provision of first aid, fire warden and other related arrangements for specific British Council sites, and act as Health and Safety Coordinator and Fire Safety Officer.
• Ensures the building standards are met by performing frequent visual quality inspections, reporting any issues in breach of Health and Safety standards and that fall below the required standards. Corrects any defects by steering on site handyman, technicians, receptionists, security guards or other local suppliers. Plan and facilitate the annual Business Continuity Plan tests for Athens and Thessaloniki offices.
• Environmental Coordinator for Greece: Prepare and submit the carbon footprint reports on ERIC and the annual EFT self-assessment report.
• GDPR focal point
• Records archiver – Help teams with records archiving, to be sent to Iron Mountain. Arrange records pickup from storage and records destruction

Finance duties

• Observe Essential Finance policies, procedures, and rules at all times.
• Ensure processing of financial transactions ensuring invoices, purchase orders etc, are journaled/paid in a timely manner, payment terms are met and the spend is reported on a monthly basis for financial planning/accounting purposes. Good understanding of financial processes including end to end P2P process. (Raise purchase orders and maintain the recurrent payments register for the Athens office, Cash flow, Accruals, journals etc)
• Invoice payments – making sure that every goods receipt invoice must be invoice receipted; scanning invoices for processing, stamping and filing of invoices;
• To keep oversight of invoices related to back office and rental payments.
• To deal with majority of issues regarding payments under the supervision of Senior Accountant.

Technical Support duties

• Local assistance to provider of phone and Internet lines;
• Maintenance of access security system (access cards), i.e. changes, fixing issues, dealing with supplier
• Care of all printers and toners, i.e. monitoring of supplies, ordering new toners, collection of old ones, changing toners, repairs, dealing with supplier.
• To manage staff mobile phones;
• To issue/replace/collect SIM cards to/from the British Council staff when joining/leaving.

Support in Local IT Maintenance

• Support the IT coordinator in carrying out regular tasks such as switch board maintenance, local assistance to Global Service Desk (GSD) with upgrades/updates of equipment, SMS Connect system maintenance, troubleshooting on Wi-Fi system and payment terminals, keeping up-to-date IT inventory.
• To carry out purchases of IT equipment, mobile phones and SIM cards following corporate processes.

Requirements Of The Role

• Knowledge and experience of at least 2 years in the following areas:
• Previous experience in a facilities coordinator role
• SAP or other ERP system
• Microsoft Office suite of applications
• Fluency in Oral & Written Greek & English (C2)
• Knowledge of SAP or other ERP

Closing Date: Applications will close at 23:59 on 21st October Greece time.
You must have the legal right to work in the Greece at the time of application.

Important Information

• Department: Facilities Management
• Contract type: Fixed Term Contract (24 months) Pay band: 4
• Salary: Euro 1,438.00
• Location: Athens, Greece (Working from office)

Requirements
Please note that candidates must have the pre-existing, legal right to work in Greece.

Mobility / relocation / visa sponsoring support will not be provided.

British Council supports working in new ways such as hybrid working, subject to full approval by line management and conditional upon our ability to provide the appropriate level of service. This may not be appropriate for all roles but can be explored at interview.

We are committed to policies and practices of equality, diversity and inclusion across everything we do. We will support all employees to make sure their behaviour is consistent with this commitment. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.