Vacancy Title
Facilities Coordinator
Business Unit, Department & Location
WEM
Berkeley Square, London
Details

Overall Purpose of Job

 

To support the Facilities team on the Estate, Liaise with tenants, contractors and visitors, providing continued support to the Facilities Managers and acting as an integral part of the team

 

Main Duties, Responsibilities & Accountabilities

 

The Facilities Coordinator reports directly to the Facilities Manager, and includes but is not exclusive to the following duties:

 

Tenant & Contractor Liaison

  • Act as the central communication point - liaising regularly with all the tenants and occupiers keeping them informed of all works and services within the building as required.
  • Liaise with tenants to arrange access for contractors, in particular our in-house engineering team, to enable works to be carried out within their demise.
  • Liaise with contractors to report faults or arrange for them to attend site to carry out programmed works.
  • Helpdesk – raise work orders for all common area jobs.
  • Take responsibility of carrying out a monthly contractor KPI meeting for the front of House contractor

Co-ordination

  • Inform reception, security and Facilities Managers of access arrangements and authorisations.
  • Manage the Authority to Access system and the filing of completed permits.
  • Coordinate 6 monthly and annual insurance inspections and follow up on all actions.
  • Collate method statements and risk assessments and ensure that the Facilities Managers review them; proactively assess issued documents and request more information as necessary. Also ensure all actions are completed.
  • Ensure expected visitor and contractors are booked in with reception and security.
  • Arrange viewings and surveys as required.
  • To support the Facilities Manager in all energy initiatives.

 

Health and Safety Compliance

  • Assist in all aspects of health and safety for the building including attending H&S inspections, actioning risk assessment issues, arranging signage, and ordering of first aid supplies.
  • When informed of health and safety non-compliances, bring these to the attention of the Facilities Manager.
  • Assist the Facilities Manager in carrying out detailed site inspections on a regular basis.
  • To support the Facilities Manager in ensuring that all site records are maintained in a comprehensive and accurate state.
  • Regular review of Wem compliance system Causeway and chasing up any due or overdue documents from the contractors
  • Keeping the onsite H&S log books up to date
  • Assign/close off actions on Assurity
  • Ensure reports on Crimson are downloaded and forwarded onto the FM for action

 

Invoicing and Financial

  • Attend HQ for financial duties as set by APB and the finance team.
  • To support the Facilities Manager in the compilation and delivery of the property service charge budget and quarterly reconciliations.
  • To monitor and maintain current levels of expenditure using the most current financial system.
  • Take ownership of invoicing for the estate. Review, Code and pass to the FM to sign off

 

Administrative Duties

  • Maintain up-to-date tenant contact details; pass updated contacts to the building management team.
  • Manage the Purchase Order System; issue purchase orders to contractors in response to quotes and AW’s as authorised by the Facilities Managers; keep purchase order log up to date, file all purchase orders, quotes and AW’s; ensure receipt of all invoices relative to issued purchase orders.
  • Type and distribute memos, letters, general correspondence and reports (e.g. lift reports, budget reports).
  • Collate 6 monthly service partner reports, bind and distribute.
  • Taking and distribution of meeting minutes
  • Organise the office, reviewing procedures and setting up new systems, as appropriate.
  • Photocopying &scanning when required.
  • Assisting and deputising for Facilities Manager on selected projects.
  • Key Management

 

Undertake any other duties in keeping with the position that may be required by the Facilities Manager.

 

Desired Knowledge, Skills and Experience

 

Skills

 

  • Ability to work within a close team with minimal supervision using judgement and initiative when required.
  • Good interpersonal skills; capable of communicating at all levels.
  • Competent IT skills – proficient in Microsoft Office software packages.
  • Interest in continuous improvement and development of new technologies.
  • Actively builds and develops relationships with colleagues, customers, clients and third party service partners.
  • Seeks to achieve a high level of customer satisfaction.
  • Positive outlook with a willingness to develop knowledge, skills and career.
  • Ability to prioritise and organise work load.
  • Adopts a flexible approach to achieving goals and objectives.

 

Qualifications and Experience

  • Proven experience in a property/ facilities organisation.
  • IOSH qualification desirable.

 

GVA are an equal opportunities employer.

 

Click here to download the Job Description.

 

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