FM Coordinator / Finance Admin

Licensed sponsor London Full-time Posted 12 hours ago

Who We Are

Founded in 1882, Tottenham Hotspur is an iconic English football club, playing in the Premier League and Women’s Super League. From North London to the world, our fanbase spans continents, cultures, and generations. Spurs is a club that’s always dared to push boundaries, breaking new ground and rewriting history.

We are at our brightest when we’re all together. Our club, our teams, our community. We are entering a new era at Tottenham with a new club strategy, new leadership, and a focus on putting our fans at the heart of everything we do as we continue to strengthen our connection with our DNA, our home, and each other.

We’re at our brightest when we’re all together. Our Club, our teams, our community.

Role Purpose

The Facilities Management Coordinator is responsible for coordinating the effective delivery of day-to-day facilities services, maintenance activities and contractor support to ensure a safe, compliant and efficient working environment. The role supports operational continuity, compliance, service quality, cost control and customer satisfaction through proactive planning, effective communication and accurate administration.

The role will be typically 4 day’s FM coordination/ finance admin and 1 day helpdesk support (Monday to Friday). On FM coordination/ finance admin days the role will still be expected to cover the helpdesk communication channels and raise tasks within the CAFM system, during the lunch breaks of your helpdesk colleagues.

FM coordination - To coordinate, monitor and manage subcontractors to ensure that facilities management services are delivered safely, efficiently, on time and in accordance with contractual requirements, agreed service levels and statutory compliance standards. The role requires the ownership and update on central compliance trackers, folders and remedial works from task creation to completion and able to audit this circle. The role will conduct regular subcontractor performance (KPI) reviews in conjunction with the Technical Contracts Manager and will present audit information during periodic subcontractor meetings.

Helpdesk -To be the hub of communications at the Stadium. As part of a tight customer focused team, you will be the central function for maintenance, security, logistics, presentation teams and all internal departments for the stadium campus, Lilywhite House, retail stores and the warehouse, maintaining the highest standards at all times.

Finance Administration- Responsible for the administration, coordination and compilation of all data required for finance and procurement for facilities management (Engineering, logistics and cleaning/ presentation) activities including acquiring competitive quotations, raising and issuing purchase orders against the allocated entities/ budget codes, receipting invoices, updating trackers and collating and submitting timesheets and call out Rota’s.

Key Responsibilities

Maintain an up-to-date PPM schedule
Liaise with contractors for pre attendance paperwork (RAMS, competencies, Permits etc)
Keep hard and electronic systems, processes, records and documentation up to date and support the collation of service delivery and pre/ post event reports.
Provide first level contact and convey resolutions to customer issues
Utilize excellent customer service skills and to exceed customers’ expectations
To complete daily operational admin tasks, invoicing, purchase orders, CAFM system inputting data etc.
To provide admin assistance with additional tasks as requested by Stadium Management Team
To support helpdesk D2D and matchday delivery, including PEAP’s and reports
Liaise with subcontractors regarding their pre-attendance documentation and task completion reports and recommendations
Conduct/ support subcontractor performance reviews and retender exercises
To be flexible to work/ support stadium events

Person Specification

Knowledge

Health and Safety at Work
Management of Health and Safety at Work Regulations
CDM Regulations
Regulatory Reform (Fire Safety) Order
PUWER, LOLER, COSHH and other relevant legislation
Event safety principles
Stadium operations
Risk management methodologies
Business continuity and emergency planning

Skills & Experience

Health and Safety training desirable
Thorough knowledge of safe working practises
Be knowledgeable about Microsoft applications like Word, Teams, Excel and administration skills
Proven working experience in providing helpdesk support and subcontractor management
Working knowledge of helpdesk software and databases systems
Ability to pay attention to time management as well as possessing analytical skills
Good knowledge of customer relations and management
Ability to showcase good leadership skills to carry team members along
Full UK driving license is desirable due to locations and event day hours

Personal Attributes

Thinks ahead, generates innovative ideas
Values & respects others, builds relationships, collaborates
Gets things done, delivers to highest of standards, takes responsibility
Logical and methodical, with an exceptional attention to detail
Self-driven, “Can do” attitude
Flexible and professional approach to work
Ability to mentor and develop others
Ability to work under pressure, remain calm and focused

Safeguarding & Recruitment Statement

Safeguarding is fundamental to the success in all that we do. The Club follows a Safer Recruitment process for all roles. Successful candidates are to be reminded they would be subject to proportionate background, DBS and reference checks as required.

We welcome applications from anyone regardless of age, disability, gender, race, or ethnic and national origins, religion or belief, or sexual orientation.

Reasonable Adjustments

We are committed to providing an inclusive and accessible recruitment process and will make reasonable adjustments at any stage of the application or interview process to support candidates with disabilities or specific needs. Please let us know if you require any adjustments so that we can ensure you have a fair and positive experience.

Please note that we reserve the right to close this vacancy early should we receive a high volume of applications or due to business needs, so early applications are encouraged