Facilities Co-ordinator

2 weeks ago

Bristol, Bristol, United Kingdom Praxis Real Estate Management Full time

Main Purpose:


To act pro-actively, assisting the management team across the function as required whilst meeting the high standards and specification set by the company.


Facilities Co-Ordinator duties, including answering telephone calls to take messages and prompt attention to answering enquires in support of the management team and colleagues of all levels.

Taking pride in your job, delivering excellent customer service to visitors, tenants and colleagues.

Main Duties:

  • Provide quality support to the office and admin function
  • Supporting the team with other ad hoc duties as required
  • Answering calls and dealing appropriately and in a welcoming and professional manner
  • Adherence to strict levels of confidentiality in respect of tenants and customers
  • Maintain positive working relationships with all tenants
  • Maintain overall control of office and admin function, including petty cash, ordering stationary and supplies
  • Updating and maintaining the shared drive
  • To undertake other miscellaneous duties relating to general service, as requested by management
  • Ensure appropriate risk assessments are being adhered to by site staff as appropriate

Reports and Administration:

  • Update monthly useful information and general contact lists tenants, call out list, useful contracts and distribute
  • Maintain energy charts through the monthly energy readings and comparing all monthly energy readings against invoice (where possible)
  • Record all accidents and incidents and notify insurance brokers
  • Ensure that all tenant files are maintained and kept up to date
  • Collate and manage the associated paperwork with tenant handovers utilities, rates, insurance notification on the date of handover
  • Control and reconcile the centres petty cash supply, liaising with accounts payable team
  • Management of incoming and outgoing post daily
  • Log and manage all dates into the calendar for the rates mitigation scheme as instructed
  • Complete archiving process of paperwork and invoices on a regular basis as required
  • Produce new licences and QUBE forms as required
  • Diarise and complete renewals as required in conjunction with the management team
  • Place uniform orders for staff and check/distribute uniforms accordingly on arrival
  • Issue work permits to contractors that arrive on site as approved by the management team
  • To maintain appropriate record and filing systems

Income, Invoices and Banking:

  • Support Centre Manager and elected commercialisation agent with mall income generation
  • Balance the office safe monthly
  • Calculate invoice splits and check invoices against the PO system
  • Resolve invoicing queries and billing issues

Tenant Liaison:

  • Advise management of any complaints and support process of dealing with them liaising with tenants and customers to handle their queries and concerns
  • Assist in Tenant liaison/potential viewings in the absence of management
  • Manage charity calendar and update commercial agent of bookings to avoid conflict
  • Assist with letter drafting for tenants that require formal notification for H&S matters
  • Support with chasing rents when instructed from Praxis HQ
  • Collate tenant trading data for the management report
  • Produce and deliver memos to tenants as and when required
  • Print out and collate new tenant handover packs when a new tenant is due to take a new unit in the scheme

Customer Services:

  • Professionally deal with and reroute all telephone calls from tenants, customers, contractors etc. that come into the centre during office hours. Prevent cold calls progressing to management wherever possible
  • Act as the first port of call for face to face customer/contractor/tenant queries that come into the management offices
  • Raise jobs with contractors from time to time as requested
  • Produce/laminate any ad hoc posters/signs that may be required in and around the scheme

Management Reports;

  • Collate/chase and then input various commissions from commercialisation including mall commercialisation
  • Manage templates for management reports for future months and insert historical data from previous years for comparison purposes
  • Assist in the formatting and editing of the draft version of management report

Requirements, Skills and Qualifications:

  • To be able to communicate with customers, colleagues and visitors fluently in English
  • To have a working knowledge of own Health and Safety responsibilities
  • Competent in using Microsoft office packages, able to efficiently maintain filing systems and use specialist software programmes
  • To have a working knowledge of own Health and Safety responsibilities
, including Manual Handling, Display Screen Equipment

  • Observant and able to complete accurate reports
  • Working knowledge of entrepreneurial, fast paced, flexible retail/office environment
  • IOSH Qualification

Personal Qualities:

  • To have pride in your job and personal appearance
  • Friendly, approachable and creating a good impress

  • Recruitment Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Recruitment Pursuits Ltd Full time £22,000

    Recruitment Co-ordinator - Morning Shift Bristol Full time Up to £22,000 On Site Consultant Full time This is an excellent opportunity to be working as Recruitment Co-ordinator for an award winning and successful recruitment team. Our client is a leading privately owned recruitment company with a huge turnover. They provide temporary staff for many of...

  • Sales Administrator Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Sutton Recruitment Full time

    Job Title: Sales Administrator Co-Ordinator Location: Avonmouth, Bristol Sector: Sales / Administration Type: PermanentSalary: To be discussed at initial interview. Sutton Recruitment are accepting applications for an experienced Sales Administrator Co-Ordinator to join a leading global storage solution provider, dedicated to offering innovative and reliable...

  • Quality Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom gap Trading Full time

    Job Role:Quality Co-OrdinatorLocation: Fishponds, BS16Hours:Monday to Friday 8:00am-4:30pm (37.5 hrs/ 1 hour for lunch)Role Type: Permgap personnel Bristol are acting as an employment business, are currently looking for a Quality Co-Ordinator based in Fishponds, Bristol, BS16.Responsibilities: BRC / QMS Incoming material inspections*Confirming...

  • Sales Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Aztec Hotel & Spa Full time

    Job Ref:THW6926Branch:Aztec Hotel SpaLocation:Aztec Hotel Spa, BristolSalary/Benefits:Competitive Salary with great benefitsContract type:PermanentHours:Full TimeShift pattern:Monday Friday with 1 Saturday a monthHours per week:40Posted date:09/05/2024Closing date:11/06/2024If you are looking for a step into a Sales Co-ordinator role within a well renowned...

  • Sales Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Aztec Hotel & Spa Full time

    Job Ref:THW4987Branch:Aztec Hotel SpaLocation:Aztec Hotel Spa, BristolSalary/Benefits:Competitive salary with great benefitsContract type:PermanentHours:Full TimeShift pattern: , , Hours per week:40Posted date:06/03/2023Closing date:02/05/2023If you're a Sales Co-ordinator or have experience of event planning and are looking for a customer focussed, detail...

  • Sales Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Aztec Hotel & Spa Full time

    Job Ref:THW6663Branch:Aztec Hotel SpaLocation:Aztec Hotel Spa, BristolSalary/Benefits:Competitive salary with great benefitsContract type:PermanentHours:Full TimeShift pattern:5 out of 7 daysHours per week:40Posted date:26/02/2024Closing date:10/04/2024If you're a Sales Co-ordinator or have experience of event planning and are looking for a customer...

  • Project Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Lancer Scott Full time

    We're looking for a Project Co-ordinator to join our Facilities Management Projects team.Lancer Scott is prominent in UK construction, facilities management and development, shaping the built environment of the future. We have a reputation for excellence, and a commitment to hard work, grit and determination. We're backed by a large team spanning the full...

  • Wims Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Bilfinger Full time

    WIMS Co-ordinatorLocation: BristolBilfinger UK is a leading engineering and maintenance provider, supporting customers across the chemical & petrochemical, nuclear, oil & gas, pharmaceuticals & biopharma, power & energy, utilities, renewables and food & beverage markets. We enhance the efficiency of assets, ensuring a high level of availability and reducing...

  • Reservations Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Loungers plc Full time

    We are looking for a Reservations & Function Co-ordinator to join Cosy Club's passionate central reservations team based in our Head Office in Bristol. Being outgoing, chatty and motivated you will be part of our ongoing success in driving business into our Cosy Clubs. This role will involve really knowing our products, services and facilities as on a daily...

  • Facilities Project Governance Manager

    2 weeks ago

    Bristol, Bristol, United Kingdom The Engineer Full time £60,000

    An exciting new role for a Project Control Manager has been created, responsible for providing co-ordinated project process governance, project planning, control and reporting for all projects being managed by Facilities Management Job Title : Facilities Project Governance Manager Circa £60,000 depending on experience Stevenage/Bolton/Bristol (We may be...

  • Conference & Reservations Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Aztec Hotel & Spa Full time

    Job Ref:THW6354Branch:Aztec Hotel SpaLocation:Aztec Hotel Spa, BristolSalary/Benefits:Competitive Salary with great benefitsContract type:PermanentHours:Full TimeShift pattern:5 days out of 7 including 1 in 4 SaturdayHours per week:40Posted date:21/11/2023Closing date:23/12/2023As a Conference and Reservationist Co-ordinator you are the first point of...

  • Community Engagement Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Ameresco Full time

    Ameresco, Inc (NYSE:AMRC) is a leading cleantech integrator and renewable energy asset developer, owner and operator. Our comprehensive portfolio includes energy efficiency, infrastructure upgrades, asset sustainability and renewable energy solutions delivered to clients throughout North America and Europe. Our solutions range from upgrades to facility's...

  • Facilities Coordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom ISS Facility Services Full time

    Facilities Co-OrdinatorContract: ProductionLocation: GloucestershireHours of work: 40Contract Type: PermanentWe are seeking a passionate Facilities Coordinator to be an integral part of our success. In this role, you will work closely with the Office Manager to ensure a seamless and consistent facilities administration approach across our diverse portfolio....

  • Facilities Assistant

    2 weeks ago

    Bristol, Bristol, United Kingdom Quarter Full time

    Part of the Quarter group, Square Works is an award-winning, creative co-working space based on Berkeley Square in Clifton. We have recently opened a new section of this space and are looking to expand our facilities team with a part time Facilities Assistant / Office Cleaning Operative (evening shifts). If you are looking for some evening work - perhaps to...

  • Production Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom North Bristol NHS Trust Full time

    With the assistance of the Senior Management team, the post holder will be responsible for the daily production activity of Decontamination Facilities, ensuring that service provision is maintained in compliance to the relevant national standards. You have to perform a full range of decontaminationduties and be accountable for working areas within the...

  • Estates Administrator

    2 weeks ago

    Bristol, Bristol, United Kingdom Sirona care & health CIC Full time

    Are you looking to take your next step in your Administration career? Do you want to work for an organisation where you feel rewarded for the work that you do every day ?We are looking for an Administrator to join our team and you might be the perfect match You will be joining our Estates & Facilities team, providing day to day support with the running and...

  • Green Spaces Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom North Bristol NHS Trust Full time

    Join us in creating a sustainable future. We are seeking a highly motivated Green Spaces Co-ordinator to join the Strategic Estate Development and Sustainable Health Team at North Bristol NHS Trust. You will have plenty of opportunity to make a big difference to people's lives and be part of a dynamic team both within the Trust and with our partners in the...

  • Housekeeper - Children's Emergency Department

    2 weeks ago

    Bristol, Bristol, United Kingdom University Hospitals Bristol and Weston NHS Foundation Trust Full time

    Housekeeper - Band 2Children's Emergency DepartmentFull Time hrs per week, PermanentThe Post Holder will: Work as an integral part of the CED team, being responsible for the coordination of all patient facilities/ service.Ensure a clean, safe and comfortable environment and act as a focal point for non-clinical tasks.Co-ordinate the delivery of catering,...

  • Transport Co-ordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Graphic Packaging International - Bristol Full time

    Graphic Packaging International has a rich and dynamic history in Europe. We are a leader in packaging design and innovation, serving hundreds of the worlds most recognised brands. You have probably purchased food, beverages or other consumer products sold in our packaging.Our converting facility in Bristol has been a longstanding and successful supplier of...

  • Reservations Coordinator

    2 weeks ago

    Bristol, Bristol, United Kingdom Radisson Blu Hotel Bristol-Reservations Full time

    Radisson Hotel Group is one of the world's largest hotel groups with nine distinctive hotel brands, and more than 1,600 hotels in operation and under development in 120 countries. The Group's overarching brand promise is Every Moment Matters with a signature Yes I Can service ethos.People are at the core of our business success and future. Our people are...