Facilities Operations Coordinator

4 days ago

Edinburgh, Edinburgh, United Kingdom Galbraith Full time
Job Description

Job Title: Facilities Operations Coordinator

Job Summary:

We are seeking a highly organized and detail-oriented Facilities Operations Coordinator to join our team at Galbraith. The successful candidate will be responsible for providing operational facilities management support across our portfolio of UK managed properties.

Key Responsibilities:

  • Health and Safety Compliance: Ensure full Health & Safety compliance of the managed property portfolio, arranging regular risk assessments and audits.
  • Health and Safety Portal Administration: Administer the Health and Safety Portal.
  • Building Checks: Carry out regular on-site building checks across the portfolio, report/record any maintenance or H&S issues and implement any required actions after liaison with Property Manager.
  • Emergency Response: Respond appropriately to emergencies or urgent issues as they arise.
  • Contractor Management: Work effectively with third party contractors, monitoring performance against Key Performance Indicators (KPI's) and Service Level Agreements (SLA's).
  • Occupier Liaison: Liaise with occupier representatives in connection with the day-to-day operation of the building(s).
  • Helpdesk: Helpdesk; including but not limited to; logging, distributing and closing down of reactive calls.
  • Procurement and Invoicing: Raise Purchase Orders when required, process supplier invoices and resolve any associated queries.
  • Site Records: Establish and maintain proper site records in accordance with best practice rules.
  • Utility Management: Take regular meter readings for all Utilities and e-mail these to Service Providers to ensure accuracy of charges.
  • Occupier Handbooks: Assist in the development and maintenance of occupier handbooks.
  • Vacant Property Management: Assist in the monitoring of vacant/void property in line with the clients' insurance policy.
  • Facility Services Records: Administer the Facility Services Records, maintaining key information including the creation and maintenance of registers (e.g. contractor's names, contact details, key holders etc.). Create and maintain new and existing planned maintenance schedules.
  • Task Management: Add and maintain all records associated with the planned and reactive services tasks contained within the Facility Services Records.
  • Periodic Inspections: Carrying out any other periodic inspections as instructed by the Property Manager.
  • Deputisation: Deputise for the Property Manager where necessary.
  • KPI Delivery: Assist in delivering client KPIs as identified within the agreed PMA (Property Management Agreement).
  • Property Transition: Assist in the smooth transition of properties into management and ensure readiness for sale dealing with due diligence enquiries on disposal and lettings from a facilities perspective.

Requirements:

  • Full UK Driving Licence:
  • Digital and IT Skills: Strong digital and IT skills with the ability to learn and understand new systems. Proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
  • Health and Safety Knowledge: Knowledge of Health and Safety compliance requirements. IOSH or NEBOSH Qualification is desirable but not essential. Training will be provided.
  • Previous Experience: Previous experience of working within construction/facilities/building management position.

What We Offer:

The role comes with a competitive salary along with our perks & benefits package which includes enhanced holidays, company pension, employee assistance programme, Perkbox, cycle to work scheme, car salary sacrifice scheme, life insurance, annual training budget and employee referral scheme.

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