Property Operations Coordinator

17 hours ago

Bournemouth, Bournemouth, United Kingdom McCarthy and Stone Full time
About the Role

We are seeking a highly organized and detail-oriented Property Operations Planner to join our team at McCarthy Stone. As a key member of our operations team, you will be responsible for planning, coordinating, and administering property management activities across our estate of developments.

Key Responsibilities
  • Plan and schedule defect and repair works using Fixflo within SLA timescales.
  • Ensure maintenance and compliance activities are issued and completed within SLA timescales.
  • Allocate work to the in-house Facilities team, subcontract work out to original build contractors, or award work to marketplace contractors.
  • Ensure job tasks are efficiently allocated to reduce number of visits, rework, or undue disruption to homeowners or staff.
  • Ensure the system is kept updated with progress and records on planned / reactive works.
  • Ensure issues are triaged correctly and billed to the correct team where appropriate.
  • Obtain feedback from Facilities Management and Asset Management teams on subcontractor quality and performance, feeding this back to Divisions or Services Commercial as required.
  • Plan and coordinate Planned Works through the Section 20 process, ensuring that all projects are delivered successfully and compliantly. Provide a plan of works to the Planned Works Manager, DDMS and Operations Manager and update on the progress of projects.
  • Plan and coordinate Dispensation requests where urgent asset repairs are required that are above the Section 20 trigger value. Inform DDMSs and Operations Managers of progress of dispensations, and ensure accurate reporting and close out of process.
  • Ensure landlord compliance activity is kept to plan and that any non-compliant assets are attended to quickly to restore full compliance. Ensure records are up to date to enable accurate and real-time reporting.
  • Ensure that all property related incidents and issues are escalated promptly to the correct destination, followed through to resolution, and closed off.
  • Responsibility for actioning incoming queries to the Property Operations mailbox within SLA, responding personally or coordinating a full response from the appropriate SME.
  • Payment administration to include raising purchase orders, chasing invoices through to payment, and contracharging.
Requirements
  • Experience in scheduling work in a services, customer-centric organisation.
  • Experience in planning tasks relating to property (ie. facilities, assets, defects, PPM)
  • Experience of successful working in a matrix management structure is desirable.
  • Good administrative and organisational skills are essential in this role and experience in using computerised databases is desirable.
  • Able to work on his / her own initiative and organise the daily workload in line with priority.
  • Ability to work under pressure and to tight deadlines.
  • Sound Microsoft Office and database administration skills.
  • Effective stakeholder management.
  • Be able to write considered communications in a professional manner.
  • Commercial acumen is desirable.
What We Offer

We celebrate diversity and promote equality and inclusion amongst our colleagues. We welcome applications from all, regardless of personal characteristics or background.

All applications will be reviewed as soon as they are received, and we hold the right to appoint before the closing date.

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