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Building Co-Ordinator

Building Co-Ordinator

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Robertson is one of the largest independently owned construction, infrastructure and support services companies in the UK. We have reached our 50th year of trading in better shape than ever, with a strong confirmed order book, diverse income streams and a dedicated, expert workforce.

Covering the entire built environment lifecycle, we operate throughout the UK, with offices across Scotland and the North and Midlands of England.

Robertson comprises 22 businesses, directly employing over 2200 people. A strong entrepreneurial culture – built on the foundations of innovation, productivity and sustainability – permeates the group.

Although we encompass a variety of separate businesses and capabilities, we are one group with a common goal: working together to transform communities.


This role will be working for Robertson Facilities Management based in Baltic Place, Gateshead.


Robertson Facilities Management is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment.


To provide front of house services to the Baltic Place contract, including reception duties, managing tenants’ issues and problems, directing visitors and co-ordinating service tasks including management of sub-contractors to ensure the smooth running of the Building.



  • To receive visitors to the building, sign them in and direct them to the required tenant or department
  • To be responsible for the issue of access cards and the updating of car park and door access systems
  • To receive telephone calls, redirect to the relevant tenant or department, alternatively to take messages and instructions
  • To supervise all Robertson FM staff and all Sub-Contractors on-site
  • To be the first point of contact for all building related issues and building users
  • To receive reactive cleaning and maintenance requests from the building tenants and/or Managing Agents, logging these on Concept Database and passing on to preferred suppliers to ensure corrective action is taken where necessary
  • To maintain records relating to all works carried out by sub-contractors and forwarding certification to populate the Managing Agents Compliance Register
  • To carry out regular inspections of the building and notify the Contract Manager and Managing Agents of any issues
  • Carry out minor reactive tasks and repairs
  • Carry out planned maintenance tasks
  • Support the Contract Manager in conjunction with the H&S Manager in ensuring compliance with H&S in the workplace including Fire Drills, Risk Assessments, and Workplace Inspections etc.
  • Liaise with Tenant Representatives building positive constructive relationships based on long term partnerships, attending tenant liaison meetings and prepare minutes (when required)
  • Liaise with the Managing Agent (Knight Frank) on a regular basis ensuring building compliance is provided by both parties and a good working relationship is developed and maintained
  • Communicate effectively with the Landlords representative ensuring the landlord is kept up to date with service delivery and any operational issues that may affect the safety and compliance of the building and reputation of the Landlord
  • To raise purchase orders when required.Under direction of the Managing Agent or Contract Manager
  • Manage sub-contractors on site to ensure compliance with RAMS, Health & Safety, Quality and Environmental obligations
  • Ensure where appropriate accurate and timely financial information is presented to the RFM Management Accounts department, including information on pre-payments and accruals
  • To carry out any other duties as required by the Contract Manager or Managing Agent
  • Assist in the process of HR and payroll, to ensure that all staff sign and send accurate information, which is to be recorded on Access within the given time limit
  • Support the Contract Manager/Managing Agent in managing all aspects of building management duties
  • Support the Contract Manager in providing an FM service to our clients that is fully compliant in Legislation, Health & Safety, Quality, Environmental and Value for Money 


  • Have previous experience of working in an office environment
  • Hold an SVQ relevant to Business Administration
  • Proven experience in document control and filing
  • Skilled in multitasking with excellent interpersonal and organisational skills
  • Strong verbal and written communication skills
  • Proficient on all relevant software packages 
  • The successful candidate will require a DBS Check  

Hours of Work: The working hours for this role are 38.75 hours per week


Location: Baltic Place, Gateshead


This role is a Fixed Term between 1st January 2018 until 30th September 2018. 


Robertson Safeguarding Accountabilities


Knowledge: A knowledge and commitment to safeguarding and promoting the welfare of children, young people and vulnerable groups. 
Communication Skills: The ability to form and maintain appropriate relationships and personal boundaries with children, young people and vulnerable groups. 
Skills: The successful candidate must be able to demonstrate the qualities and behaviours required to support the safeguarding of children, young people and vulnerable groups. 


Robertson Group is an equal opportunities employer