Job Description

Overview

Care. Initiative. Pride. We see more than just high standards.

Small Works Coordinator

Location: Kenton College, Drayton Road, Newcastle-upon-Tyne, NE3 3RU

Working hours: 38.75 hours per week, flexibility required, typical hours 8am to 4:15pm

Contract: Permanent

Robertson Facilities Management (RFM) provides hard and soft FM services, grounds maintenance and energy services for single and multi-site locations throughout the UK. We work across sectors including education, healthcare, emergency services and commercial, assuring our customers of high-quality, best value and a sustainable approach.

RFM has grown significantly since its inception in 1999, with a turnover of £181m for FY2025 and employs more than 1500 people. We are now on a growth trajectory, with ambitious plans to grow the business to £300m turnover by 2030. Our plans for growth require RFM to ‘make the market’, and to be at the forefront of high value opportunities in the FM marketplace

Your new role

What you’ll do:

The Small Works Coordinator provides administration and project support to the Client Contract, managing the Authority Notice of Change (ANC) and Lifecycle procurement and works to ensure all open requests are managed in line with any contractual obligations.

The role holder provides a timely and effective service as a critical part of the Contract Management team.

• Review submitted works relating to ANC or lifecycle works and assist with the procurement and delivery of the works.
• File Management both electronic and hard copy. This will include the maintenance of the ANC and lifecycle trackers, collation of all information relating to quoted ANC and Lifecycle works and management of all job specific paperwork from sub-contractors.
• To chase/escalate to management team, any open requests that require attention. This will require understanding the contractual obligations for ANC and Lifecycle processing and managing the ANC and Lifecycle requests through the key contractual milestones.
• To contact Sub-Contractors and Supply Chains as required for progress updates.
• Documents relating to Lifecycle and ANC are uploaded onto Robertzone SharePoint and all trackers to be updated.
• Collate and review invoices received from sub-contractors to ensure they are in line with agreed commercial terms and the values. Ensure finance information is loaded on to relevant system and uploaded to the client portal.
• To support on finance activities including ordering of works and processing of invoices. Working with the management team to ensure rechargeable work is understood, captured, properly recorded, managed in line with contract protocol, and recognised for recharging purposes.
• To support the management team with the production of month end reporting for client issue.
• To operate always with safe working practices with due regard to Health and Safety regulations, CDM, COSHH, waste disposal, etc in accordance with legislative requirements, policies, and procedures of RFM.
• To support the North East region contracts, where applicable in a similar capacity.
• To carry out any other duties assigned by the Management Team in connection with RFM’s operational and administrative requirements.

What you’ll need:

• Previous experience or a good understanding of the Construction sector.
• Previous work experience with appropriate level of qualification.
• An understanding of Facilities Management.
• A desire to work towards higher Construction/ FM qualifications.
• Have excellent communication skills and experience in customer care.
• Have a flexible approach to work, able to adapt to peaks and troughs in demand and be well-organised.
• Good level of computer literacy. Able to operate IT systems.

The successful candidate will require an Enhanced DBS with Child Barred List check before starting in the job.

Who we’re looking for:

People are at the heart of everything we do and achieve at Robertson. To fit right into the team, you’ll be committed to understanding the needs of our customers and work collaboratively towards our shared goals; get the best from teams and individuals, be confident in your decisions, and calm and quick to adjust to unexpected challenges; and help us make progress towards a sustainable future for ourselves and our communities.

What's in it for me

Working the Robertson Way

Joining us isn’t just about seeing things our way. It’s also about working the Robertson Way too, by bringing our 5 guiding principles to life. Here’s what that means…

We listen

Listening enables us to work positively and collaboratively, and gives customers, partners and colleagues the assurance that their voices are always heard.

We are professional

Our mix of prudence and diligence, care and attention to detail means that our customers have certainty and assurance in everything we do and trust us to deliver.

We take responsibility

Each of us is accountable for what we do. From the smallest detail to team safety and caring for our communities and the environment, we know that everything matters.

We are determined to succeed

Every challenge is an opportunity. We work collaboratively and focus on safety, productivity and quality to find solutions we can be proud of and that provide a positive, lasting benefit.

We are one team

We work as one - in our teams and partnerships, and with our customers. We respect each contribution, and everyone stands up to be counted. We are Team Robertson.

What’s in it for you?

In addition to the hourly rate, we offer a wide range of rewards and benefits:

• 33 days annual leave
• Private pension
• Life assurance
• Cycle to Work scheme
• Rewards platform for discounts with retailers, supermarkets, restaurants and more
• Annual flu vaccine
• Free Health & Wellbeing advice

When it comes to diversity and inclusion, we see things differently at Robertson. We’re a company with strong family values and are committed to building a workforce which reflects the diversity of the customers and communities we serve. That’s why we’re working to create a truly inclusive workplace where everyone can feel welcome, included, and where we can all be our authentic selves.

Apply now

If you’ve got what it takes to look at things differently, to find new perspectives, and to discover the extraordinary within the ordinary, we’d love to meet you.