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Facilities Operations Coordinator
2 months ago
Galbraith Property Management is seeking a highly organized and detail-oriented Facilities Operations Coordinator to join our team. As a key member of our property management team, you will be responsible for providing operational facilities management support across our portfolio of UK managed properties.
Key Responsibilities- Health and Safety Compliance: Ensure full compliance with health and safety regulations, conducting regular risk assessments and audits to identify potential hazards and implement corrective actions.
- Health and Safety Portal Administration: Manage the Health and Safety Portal, ensuring accurate and up-to-date records of health and safety compliance.
- Building Inspections: Conduct regular on-site building checks, reporting and recording any maintenance or health and safety issues, and implementing required actions in consultation with the Property Manager.
- Emergency Response: Respond promptly and effectively to emergencies or urgent issues as they arise, ensuring the safety of occupants and property.
- Contractor Management: Work effectively with third-party contractors, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs).
- Occupier Liaison: Liaise with occupier representatives to ensure the smooth day-to-day operation of the building(s), addressing any issues or concerns in a timely and professional manner.
- Helpdesk Support: Provide helpdesk support, including logging, distributing, and closing down reactive calls in a timely and efficient manner.
- Procurement and Invoicing: Raise purchase orders as required, process supplier invoices, and resolve any associated queries.
- Site Records Management: Establish and maintain proper site records in accordance with best practice rules, ensuring accurate and up-to-date information.
- Utility Management: Take regular meter readings for all utilities, emailing these to service providers to ensure accuracy of charges.
- Occupier Handbooks: Assist in the development and maintenance of occupier handbooks, ensuring accurate and up-to-date information.
- Vacant/Void Property Management: Assist in the monitoring of vacant/void property in line with the client's insurance policy.
- Facility Services Records: Administer the Facility Services Records, maintaining key information, including the creation and maintenance of registers (e.g., contractor names, contact details, key holders, etc.). Create and maintain new and existing planned maintenance schedules.
- Planned and Reactive Services: Add and maintain all records associated with planned and reactive services tasks contained within the Facility Services Records.
- Periodic Inspections: Carry out any other periodic inspections as instructed by the Property Manager.
- Deputization: Deputize for the Property Manager where necessary, ensuring continuity of service.
- Client KPIs: Assist in delivering client KPIs as identified within the agreed Property Management Agreement.
- Property Transition: Assist in the smooth transition of properties into management, ensuring readiness for sale, and dealing with due diligence enquiries on disposal and lettings from a facilities perspective.
- Full UK Driving Licence: Possess a full UK driving licence.
- Digital and IT Skills: Strong digital and IT skills, with the ability to learn and understand new systems, and proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
- Health and Safety Knowledge: Knowledge of health and safety compliance requirements, with IOSH or NEBOSH qualification desirable but not essential. Training will be provided.
- Previous Experience: Previous experience of working within construction/facilities/building management position.
- Organizational Skills: Strong organization and administrative skills.
- Communication Skills: Excellent communication skills, both verbal and written.
- Customer Service Skills: Strong customer service skills to ensure all issues are responded to in a timely manner, with consistent communication to users throughout.
- Multi-Tasking: Ability to multi-task, work well under pressure, and meet deadlines.
