Facilities Administrator

6 months ago

South West London, United Kingdom Ballymore Full time

**Facilities Administrator - Permanent, South West London**

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

**Duties & Responsibilities**
- To support the on-site Facilities Team with administrational aspects of the Resort.
- Reporting into the Facilities Manager (FM) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
- E-mail correspondence & communication on behalf of FM department on site.
- To maintain Insurance correspondence, records & tracker information at all times. This includes communicating with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair.
- To ensure all the records of planned maintenance and servicing activities

**Administration**
- Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance
- Provide administrative support to Facilities Coordinator and Facilities Manager.
- Draft communication to residents, Resort Team and commercial units for planned works, unplanned disruptions, loss of services or planned/unplanned isolations of services.
- Arrange access (both Landlord’s areas and residential & commercial demised areas) for any planned essential works such as Planned Preventative Maintenance works.

**Health, Safety, Welfare & Compliance**
- Understand and adhere to the Resort’s Emergency Action Plan in the event of an emergency situation.
- Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally.
- Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures.
- Increase H&S awareness and promote a positive H&S culture throughout the local Resort Team
- Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
- Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Coordinator or Facilities Manager.

**Skills & Experience**
- Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.
- Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written.
- Good organisational skils and attention to detail.
- Ability to multitask and work under pressure.
- Experience working in facilities or estate management for a minimum of 1 year (Essential)
- Experience in the management of external suppliers, contractors and consultants covering a range of services (Desirable)
- Ensure problems that arise are dealt with and solutions are found to ensure the smooth running of the department.

We operate as an equal opportunities employer.

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