Vacancy Title
Facilities Coordinator
Business Unit, Department & Location
GVA Acuity
33 Cavendish Square, London
Details

Overall Purpose of Job

 

To support the Senior Facilities Manager and Facilities Manager at 33 Cavendish Square. 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.

Coordination 

  • 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 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.

 

Visitor / Security Systems

  • Liaise closely with Reception and Security to ensure smooth running of the visitor management system for visitor passes, and the provision of passes for the tenants.
  • Ordering of all materials for visitor management system such as passes.

 

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.

 

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.
  • Manage the office petty cash; reconcile the account and arrange BACS requisitions for the Facilities Manager to approve.
  • Collect and sort mail daily (date stamp and distribute accordingly).
  • 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 Tenants’ meeting minutes
  • Organise the office, reviewing procedures and setting up new systems, as appropriate.
  • Maintain personnel records (attendance, sickness, holiday & overtime) for Facilities Management team.
  • Purchasing and stock control of office supplies (e.g. stationery, tea and coffee, IT supplies etc.).
  • Register IT problems and liaise with IT support company.
  • Ensure that the S drive files are in order and updated when required.
  • Photocopying &scanning when required.
  • Greeting visitors and making refreshments.
  • Assisting and deputising for Facilities Manager on selected projects.

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

 

Desired Knowledge, Skills and Experience

 

  • Ability to work within a close team with minimal supervision using judgement and initiative when required.
  • 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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