Facilities Coordinator
- Estate Management
- Facilities
- East London
- Full-Time
- Permanent
Job Description
We're now recruiting for a Facilities Coordinator to join us at our development, Wardian!
What you should know
Ballymore is a family-owned business, with over 40 years in establishment - we are remarked as an innovative and dynamic property developer citing over 80 awards in recent years. At present, we're managing 11,000 homes across 12 luxury residential developments in London and are in search of a Facilities Coordinator to join us at Wardian in contributing to our vision.
This is a fantastic opportunity for a property service enthusiast to progress their career in either customer service, facilities or operational-based roles.
Important to note
Hours: 40 per week
Shift Pattern: Monday to Friday, 8:30 - 17:30
Location: E14, Canary Wharf
Salary per annum: £35,000 - £39,000
What you'll be doing
To provide clerical and administrative support to the Facilities Department to enable the effective delivery of a range of FM services across the portfolio in order to support the property management function and provide a cost efficient, customer-focused service to our clients.
To facilitate the document control function for the FM department.
To raise and track quotations, POs and invoices related to centrally procured services.
To maintain the tracking and ‘dashboard view’ documents covering FM services including those related to health & safety, insurance inspections, risk assessments, cost control, contract status, project activities and development handovers.
To provide desk-based review and auditing of compliance documentation, contract KPIs and O&M literature.
Document Control & Record Keeping
To ensure the FM department provides accurate and concise ‘‘dashboard’ data relating to the status of the various FM projects and services for review by the property management team at any time.
To ensure that audit trails are in place related to centrally procured services.
To maintain systems related to the electronic filing, archiving and circulation of all FM documentation including, but not limited to:
Risk assessments, surveys and inspections
Insurance inspections
Engineer/technician reports and remedial works
Quotations, POs and invoices
Contract feedback
Accident and incident reports
Tendering documentation, specifications and contracts
O&M documentation including drawings, schedules, commissioning and warranties
Handover trackers, snags, defects and asset verification documentation
Contract Administration
To collate and perform regular audits of documentation related to contract performance including compliance certificates, report sheets, PPM planners and KPIs.
To maintain the tracking of all costs, quotations, POs and invoices related to centrally managed contracts.
To assist in the compilation of documentation related to tendering and procurement exercises.
To assist in the annual review of approved suppliers.
To maintain records of contact details and system logins.
Health & Safety
To centrally compile health, safety and compliance related documentation related to each development including insurance inspections, risk assessments and accident/incident reports.
To assist in the production of action plans related to the above.
To maintain the tracking documents related to compliance status across the portfolio.
To assist in the review of SOPs and the compilation of standardised templates.
To assist in the review of the health & safety strategy and associated policies and procedures.
Communication
To respond to straightforward FM queries raised by the property or estate management teams.
To monitor and escalate (where necessary) any FM issues which are raised by the estate or property management teams.
To book appointments and meetings with contractors, suppliers and consultants.
To produce agendas and take minutes in meetings as required.
To assist in ensuring good lines of communication are maintained between the FM dept, estate teams, contractors and consultants.
Development Handovers
To assist in the review of documentation related to the handover of new schemes including schedules, drawings, certificates and manufacturers literature.
To assist in updating the master handover registers.
Please note: a full job description will be provided once shortlisted for the role.
What you'll need to be successful
Excellent communication skills.
Previous experience of working within a facilities or administrative role.
An understanding of FM services, document control and compliance.
In depth and technical knowledge related to facilities management is not required but it is expected that the successful applicant will intend to develop their knowledge and capabilities through their experience in this role.
Experience of financial administration, POs and invoicing.
What now?
Very simply, apply here!
Do not hesitate to apply online today.
Updates on applications made via our job boards will be provided over a 1–2-week period from the date of submission.
Not what you’re looking for?
Check out our careers page.
*Ballymore operate as an equal opportunities' employer
Personal Information
Unfortunately you don't meet the minimum requirements for this role.