Facilities & Office Co-ordinator

3 weeks ago

London, United Kingdom Crown & Manor Boys' Club Full time

**Job specification for Facilities & Office Co-ordinator**
- Crown & Manor Club is committed to ensuring that all job applicants and members of staff are treated equally and without discrimination because of any protected characteristic._

Job Purpose
- The Facilities & Office co-ordinator is one of the Club’s leading staff professionals.
- Assisting the Club Management & Committees to ensure that the club meets its commitments to the Council/community/members.
- Responsible for supporting the efficient and compliant management of the club premises and systems.

Hours - Monday to Friday 0830 - 1300

Salary - £15,500 + pension

Holidays - 30 days per annum with usual bank holidays (England & Wales) in addition.

Responsible to & reporting to the Crown & Manor Committee & the Club Management

**Facilities & property management**
- Act as a key holder and provide access to all maintenance staff and others involved in the Club.
- To provide access and oversee any third-party entities that lease or use the premises outside of club hours.
- To maintain record of all non-Club related people entering/using the building
- Oversee the contract cleaners to ensure that the premises and facilities are always clean and tidy.
- Support the DCM and Buildings Committee with
- Overseeing the maintenance of the Club’s premises, including Flat 4
- Liaising with the club’s agents and consultants and with those working for the landlord and its own agents
- Assisting with the selection and supervision of contractors
- Organising and implementing repairs and maintenance schedules, including the yearly property maintenance contract
- Helping to respond to alarms and other property-related problems (leaks, breakdowns and similar)
- Supporting the “Energy Warden” to manage energy efficiency.

**IT systems **- support the DCM Manager in the website management & social media plan.
- Membership database management
- Website support
- Digitalisation and upkeep of all records
- System backup
- Telephone & photo copier system

**Administration Management**
- Maintain administrative systems that deliver outcomes based on the club’s strategic plan.
- Digitalisation and maintenance of all Club records
- Membership database (GDPR compliant)
- Timely payment of bills
- Cash & cheque payments
- Maintain up to date DBS register for all staff and trustees.
- To obtain the necessary licences and permissions in a timely manner (under the direction of the DCM)
- Fire
- Health and Safety
- Insurance
- Any other such authorisations as required
- To maintain an up-to-date asset register and other files and systems required to demonstrate compliance with legal requirements.
- Establish and use effective methods to review and improve administrative systems.

**Trustee support**
- To support the Chairman/Treasurer
- Identification and management of 3rd party entities’ use of the Club outside of Club hours
- Oversee and manage the billing and collection of accounts receivable (as above)
- Gift Aid register
- Liaising with the agent and tenant for Flat 4
- Arranging meetings
- Implementation of cost efficiency plan
- To support the Fund-Raising Committee as required by the fund-raising chair.
- Support the organisation of fund-raising events.
- Maintain and centralise donation records (GDPR compliant)
- Arranging meetings
- Mail shot, Crown Circular (newsletter) and Annual Report distribution.
- To support the Buildings Committee
- Facilities Management
- Club premises maintenance, Flat 4 maintenance
- Arranging meetings
- Maintaining and monitoring schedules of work and other registers/records

**Job Types**: Part-time, Permanent

**Salary**: £15,500.00 per year

**Benefits**:

- Company pension

Schedule:

- Monday to Friday
- No weekends

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Administrative experience: 2 years (preferred)

Ability to Commute:

- London (required)

Work Location: In person

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