Facilities Coordinator

Job description

Role: Facilities Coordinator

Location: East London, Canary Wharf

Hours of work: 40 hours, Mon to Fri

Duties & Responsibilities

• Reporting into the Facilities Manager (FM) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
• Day-to-Day administrative record-filing for all compliance paperwork.
• Coordinating with staff, consultants and external contractors operating on the development.
• Engaging resource from the estate management team as required to deliver facilities services.
• Update, amend, maintain & manage the information for developments Facilities & Compliance paperwork.
• Coordination of contractors, consultants and service partners on site in line with the centrally defined contract mechanisms in the Facilities Manager absence.
• E-mail correspondence & communication on behalf of FM department on site.
• Attend & minute meetings as required.
• Feedback to the Facilities Manager & Contract and Compliance Manager on the status of works so to confirm that contractual payments can be made as applicable.

• Support communication pathways with the incumbent contractors in order to promptly address any issues arising and obtain contemporaneous updates.

Health, Safety, Welfare & Compliance

• Monitor health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures.
• Increase H&S awareness and promote a positive H&S culture throughout the local estate team including the delivery of tool-box talks.
• Contribute to the continuous improvement of H&S management systems and compliance standards across the estate.
• Attend regular meetings of the H&S committee and liaise with estate staff on H&S matters.
• Ensure the Accident, Incident and Near Miss Reporting Procedure is followed locally.
• Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates

Energy & Utilities

• Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Manager.
• Maintain accurate local schedules related to supplies, meters and points of isolation.
• Be familiar with the operation of the on-site BMS system and feedback data to the Facilities Manager & Facilities department as required.

Skills, Experience & Qualifications

• Experience working in facilities or estate management for a minimum of 3 years (Essential)
• Experience in the management of external suppliers, contractors and consultants covering a range of services (Essential)
• Experience of the management and coordination of health, safety and welfare (Essential)
• Familiarity with facilities documentation including O&M manuals, drawings, engineer reports, compliance certificates and PPM planners (Essential)
• Experience working in a project environment and the handover of new schemes (Desirable)
• Experience working alongside multiple soft services trades and disciplines in including Security, Valet, Concierge and Housekeeping (Desirable)
• Be polite and courteous at all times to colleagues and clients.
• Communicate verbally in a clear, concise and business-like manner.

Ballymore Operate as an Equal Opportunities Employer.