Facilities Coordinator
Job Description
Facilities Coordinator - Permanent position
Your primary responsibility is to provide professional assistance to the Senior Facilities Manager and deliver excellent customer service in handling facilities management issues. You will troubleshoot problems, provide advice on appropriate actions, and ensure smooth operations across the portfolio.
This portfolio covers a large area across Central London with a mixture of residential, commercial, leisure, hospitality and retails units.
Key Responsibilities:
Monitoring and Reporting:
Monitor all activities related to the site(s) and take appropriate action as necessary.
Maintain records, comply with Health and Safety regulations, utilize the Meridian system, and assist with contractor management.
Meter Readings:
Conduct regular meter readings within the designated buildings to ensure accurate monitoring of resource consumption.
Maintenance and Technical Assistance:
Respond promptly to maintenance and technical assistance requests in person, over the phone, and via electronic channels.
Research solutions using available resources and provide recommendations to the Building Manager or Senior Facilities Manager.
Issue Management:
Identify and escalate urgent situations requiring immediate attention. Route issues and requests to the appropriate resource, track progress, and document resolutions effectively.
Tenant Liaison:
Interact with tenants and address any operational queries they may have.
Maintain positive relationships and ensure tenant satisfaction.
Work Program Management:
Collaborate with the Senior Facilities Manager to establish and execute planned preventive maintenance (PPM) and repair programs.
Act as a liaison point for all parties involved in work programs on-site.
Purchase to Pay (P2P) System:
Manage the P2P system, including responding to queries and requests related to procurement and financial processes. Integrate financial data with maintenance tasks, such as quotations and purchase orders.
Reporting and Data Analysis:
Prepare activity reports and provide statistical data to the Building Manager, contributing to operational strategy and decision-making.
Person Specification/Requirements:
Industry Knowledge:
Understand the functioning of the industry and stakeholders, as well as the range of services available to clients.
Legislation Awareness:
Stay updated on relevant legislation related to property management and ensure compliance.
Relationship Building:
Develop and maintain relationships with clients, suppliers, and customers.
Property Inspection:
Familiarity with key issues to be noted during property inspections.
IT Proficiency:
Utilize industry-specific IT applications effectively for facilities management tasks.
Service Charge Understanding:
Grasp the principles of service charges in property management.
Contract Law:
Understand the fundamental principles of contract law as applicable to facilities management.
Building Operations Knowledge:
Possess a working knowledge of building construction, plant operations, and relevant hard and soft services.
Health and Safety:
Apply legislation and policies pertaining to Health and Safety in the workplace.
Team Contribution:
Contribute to the team's business plan and strategy, collaborating with colleagues to achieve shared goals.
Workload Management:
Effectively plan and manage your own workload to meet deadlines and priorities.
Work collaboratively as part of a team, providing support to colleagues when needed.
IT Skills:
Proficient in using software applications such as Word, Excel, and databases.
Customer Service Excellence:
Oriented towards delivering excellent customer service, ensuring customer satisfaction.
Problem-Solving:
Demonstrate adaptability, attention to detail, and strong problem analysis and problem-solving skills.
Continuous Learning:
Display willingness to learn and expand knowledge within the helpdesk function as the role evolves.
Communication Skills:
Communicate effectively, both verbally and in writing, with various stakeholders.
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