Administrator / Facilities Coordinator

2 weeks ago

London, United Kingdom Optim Facilities Full time

**About Optim Facilities**

Established in 1999, Optim Facilities are a small but perfectly formed facilities management company based in Holborn. We provide facilities management services to multi-tenanted commercial properties in the UK, mainly situated in central London working directly alongside our clients and commercial tenants to ensure the smooth running of the buildings.

**Job Role and Duties**:
This is an opportunity to join an established and growing business that has an exciting and successful future. We are looking for someone with a can do attitude and a strong eye for detail. This is a fast moving and pressured environment and we are looking for someone who will thrive on this.

This is an office based role, where strong administration skills and an interest in property are necessary. Daily tasks will include liaison with our clients, building managers / receptionists, tenants and contractors regarding ensure smooth communication and ensure that any building FM issues are dealt with quickly and efficiently.
- Logging call outs and generating jobs for contractors via our internal system, scheduling jobs and liaising with tenants for access.
- Risk Assessment Actions - reviewing actions on risk assessments and gaining quotes for any works to remedy that are outside of the maintenance contractor's remit.
- Responsible for scheduling reactive and planned maintenance tasks with contractors, including tracking the progress of works and following up on service report sheets for any further works noted.
- Trouble shooting issues with tenants over the phone to decipher the issue they have and deducing the issue and requesting photos in order to provide a detailed description to the contractor attending.
- Engagement: Support with Helpdesk, Risk assessors, contractors and tenants on compliance queries
- Property Service Documentation
- Accept and validate service documentation whilst also tracking expiration dates to ensure removal and renewal
- Monitor activities of contract suppliers, SLA’s and KPI. Feeding this information back to management
- Approved suppliers list - tracking the insurance expiry dates of our suppliers and requesting their updated certificate
- Annual data analysis on the helpdesk category call outs and sourcing new contractors as and when needed.

**Required Skills**:

- Strong administrator
- A passion for problem solving
- Excellent communication abilities
- The ability to work autonomously
- Committed, reliable _with a drive to succeed_

**Salary**: £26,000.00-£32,000.00 per year

**Benefits**:

- Company events

Schedule:

- 8 hour shift

Supplemental pay types:

- Bonus scheme
- Performance bonus

**Experience**:

- Property management: 1 year (preferred)
- Administrative: 2 years (required)

Work Location: In person

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