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Role: Facilities Coordinator

Hours of work: Monday to Friday

Location: Embassy Gardens, Vauxhall

Time: 8:30 - 17:30

Duties & Responsibilities

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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.

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To facilitate the document control function for the FM department.

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To raise and track quotations, POs and invoices related to centrally procured services.

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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.

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To provide desk-based review and auditing of compliance documentation, contract KPIs and O&M literature.

Document Control & Record Keeping

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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.

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To ensure that audit trails are in place related to centrally procured services.

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To maintain systems related to the electronic filing, archiving and circulation of all FM documentation including, but not limited to:

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Risk assessments, surveys and inspections

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Insurance inspections

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Engineer/technician reports and remedial works

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Quotations, POs and invoices

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Contract feedback

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Accident and incident reports

Contract Administration

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To collate and perform regular audits of documentation related to contract performance including compliance certificates, report sheets, PPM planners and KPIs.

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To maintain the tracking of all costs, quotations, POs and invoices related to centrally managed contracts.

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To assist in the compilation of documentation related to tendering and procurement exercises.

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To assist in the annual review of approved suppliers.

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To maintain records of contact details and system logins.

Health & Safety

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To centrally compile health, safety and compliance related documentation related to each development including insurance inspections, risk assessments and accident/incident reports.

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To assist in the production of action plans related to the above.

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To maintain the tracking documents related to compliance status across the portfolio.

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To assist in the review of SOPs and the compilation of standardised templates.

Communication

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To respond to straightforward FM queries raised by the property or estate management teams.

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To monitor and escalate (where necessary) any FM issues which are raised by the estate or property management teams.

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To book appointments and meetings with contractors, suppliers and consultants.

Development Handovers

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To assist in the review of documentation related to the handover of new schemes including schedules, drawings, certificates and manufacturers literature.

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To assist in updating the master handover register

Skills, Experience & Qualifications

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Further qualifications and training related to Facilities Management, Property Services or Health & Safety are desirable but not essential.

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Previous experience of working within a facilities or administrative role.

*Ballymore operate as an equal opportunities employer