Contracts & Facilities Coordinator

1 month ago

East London, United Kingdom Ballymore Full time

**Contracts & Facilities Coordinator - Permanent, Canary Wharf**

**Hours**: 40 per week, 08.30am - 17.30pm Monday to Friday

**Duties & Responsibilities**
- To work directly with the management team within the Facilities & Contracts section to provide clerical and administrative support
- Focusing all activities on the day-to-day coordination of the Facilities and Contracts department and following up with action on matters which fall within their area of responsibility, including chasing responses and managing deadlines.
- Support the Procurement Manager with follow ups and ensuring they all update their relevant reporting sheets inline with the Facilities & Contracts Escalation Matrix
- To produce agendas and take minutes in meetings, as required.
- Maintain records in line with the compliance documentation.
- Other duties as may be reasonably required by the Senior Managers with in the department

**Document Control & Record Keeping**
- To ensure and maintain accurate and concise ‘‘dashboard’ data relating to the contracts and compliance and services for review by the property management team at any time.
- To maintain systems related to the electronic filing, archiving and circulation contracts and compliance documents.
- To ensure that audit trails are in place related to centrally procured services.

**Communication**
- To assist in ensuring good lines of communication are maintained between the FM dept, estate teams, contractors and consultants.
- To respond to straightforward FM queries raised by the property or estate management teams.
- To monitor and escalate (where necessary) any FM and contract issues which are raised by the estate or property management teams.
- To book appointments and meetings with contractors, suppliers and consultants, as required
- To produce agendas and take minutes in meetings as required.

**Skills & Experience**
- Highly responsible and decisive with ability to proactively manage own workload.
- Be polite and courteous at all times to colleagues, clients and service partners.
- Communicate verbally in a clear, concise and business-like manner.
- Make sure all written communication is presented in a professional manner ensuring grammar, spelling and format is appropriate for the recipient and purpose.
- Strategic expertise and commercial vision.
- Ensure problems that arise are dealt with and solutions found to ensure delivery to clients.
- Assess own performance and attributes, actively seeking support to meet development needs and demonstrate an awareness of impact on others.
- Influencing and motivational skills are critical.
- Problem solving capability as well as the ability to handle objections with confidence.
- Previous experience of working within a facilities or administrative role.
- An understanding of FM services or property management, document control and compliance.
- Preferred to have an understanding in financial administration, POs and invoicing.
- Competent in the use of Microsoft Word and Excel
- Previous experience of using CAFM system and finance software packages is (Desirable)
- Good knowledge of local health and safety regulations.
- Excellent organisational skills and the ability to prioritise a busy workload.
- Good in managing processes and promoting process improvement.

Ballymore operates as an equal opportunities employer.

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