Facilities Coordinator

7 months ago

Birmingham, 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 general FM enquiries, assisting with preparation of service charge budgets, recharge admin, utility metering and billing admin, financial administration such as raising PO’s, 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 to the management team on site
- Supporting the team with other ad hoc duties as required assisting FM with line management of FOH team
- 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 and teams
- Maintain overall control of office and admin function, including petty cash, ordering stationery and supplies, arranging staff inductions and equipment and other associated duties
- Updating and maintaining the shared drive
- To undertake other miscellaneous duties relating to general service, as requested by management team
- Ensure appropriate risk assessments are being adhered to by site staff as appropriate
- Assistance in processing of RAMS as required by EM and FM

**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
- Assist in Metering and billing administration
- Assist in preparation of service charge budgets across the estate
- Complete archiving process of paperwork and invoices on a regular basis as required
- Produce new licences and QUBE/financial systems 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 - Review and approve RAMS
- To maintain appropriate record and filing systems for all contractors and services across the estate

**Income, Invoices and Banking**:

- Support Estate Manager and elected commercialisation agent with income generation and generation of service charge budgets
- 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
- Assistance in tenant engagement events and meetings
- 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 on behalf of EM
- 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 re-route 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
- Issue work permits to contractors that arrive on site as approved by the management team
- 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**:

- 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 cus

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