Office Coordinator

3 weeks ago

Swindon, United Kingdom DiverseJobsMatter Full time

Job Description

JOB DESCRIPTION

We are the public body that looks after England’s historic environment. We champion historic places, helping people understand, value and care for them.

We have a fantastic opportunity for you to become our Office Estates Coordinator. In this role you will support and occasionally lead on specific projects the Office Estates team in all aspects of the administration of the Office Estate, ensuring legal and statutory obligations are met. You will also provide a customer focussed service to our organisation, tenants and visitors, and liaise with Landlords.

What you will be doing

You will:

Provide operational support to the Office Estate team, working to clear and achievable strategic goals and objectives as determined by the head of the team; to ensure deliverables and deadlines are met whilst delivering excellent customer service; develop the skills and knowledge to be part of a strong, customer focussed team, functioning at its full potential, within our organisation's performance management guidelines.

Help ensure legal obligations and the expectations as set out in HE’s policies are met, including health & safety, equality & diversity, finance, procurement and information security.

Assist in the control of the departmental budgets to ensure spend is made on key priorities and within the annual amounts established, charting budget spend and liaising with the Facilities Management team and key stakeholders to establish priorities; to support the budget spend in accordance with our spend and procurement policies and processes and to support appropriate provisions and accruals at year end.

You will assist in the planning and management of HE’s office property portfolio: assist the management of property acquisitions and disposals and deputising where necessary in accordance with HE’s and the government guidance and procedures; assist in the negotiation and management of all leases, licences, wayleaves, easements and tenancies (where necessary, negotiating on behalf of HE); directly handle issues such as notice procedures, covenants and points of law in association with professional and legal advisers as required; shadow on landlord liaison and negotiation (deputising where required); assist with identifying and scheduling works required under the terms of the lease and, if required, assist in the drawing up specification of works; ensure an effective property record system is maintained; assist in the prompt and accurate billing of tenants.

Keep a record of HE’s legal, statutory and financial obligations as a landlord and tenant in accordance with the lease. This includes (but is not restricted to): business rates, challenging demands and seeking external advice where appropriate; renewal and negotiation of tenant leases; carrying out due diligence on prospective tenants in line with HMRC guidelines.

You will assist in the production of government reports and quarterly updates ensuring that they are submitted on time, eg: Cabinet office benchmarking, including the State of the Estate report; and adhoc DCMS returns. This could include (but is not limited to) draft responses, data gathering and data verification.

Carry out other requests from the Head of Office Estate as required including involvement in reducing our carbon footprint.

Who we are looking for

  • MRICS qualified or equivalent experience
  • Experience in report writing
  • Strategic thinking
  • Strong negotiation skills
  • Working under pressure to deadlines

We are an equal opportunity employer which values diversity and inclusion. If you have a disability or neurodiversity, we would be happy to discuss reasonable adjustments to the job with you. Having just won the Gold Award from MIND, we also recognise the importance of a healthy work-life balance.

We are an inclusive employer and believe that flexible working options are for everyone. We want to make sure our working arrangements don’t prevent anyone from joining us because of their personal circumstances. We also want to provide you with the best balance in your home and work life that we can.

We are open to considering options including job sharing, part-time working, compressed hours working and different working locations, including hybrid working. Please visit our jobs pages or contact us to find out more.

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