Facilities Coordinator

Facilities Coordinator

Role Purpose
Provide professional support to the General manager and two Estate Services Managers. Provide customer service on facilities management issues raised. Troubleshoot problems and advise on the appropriate action.

Role Specific Particulars
The properties are located in Knightsbridge and form part of The Knightsbridge Estate. 8 Buildings within a 3.5 Acre estate (Cira 500,000Sqft) of Mixed use. Centrally managed from a site office. This role is based on-site Monday to Friday

Key Responsibilities

• To comply with Health and Safety on site, maintaining accurate records, using the Meridian (Vanity) system, and support contactor management as appropriate.
• Review compliance through (Vanity) and chase suppliers and internal teams for the required documents where compliance is upcoming or overdue, ensuring all evidence is uploaded.
• To review actions raised through (Vanity) , delegate them to the relevant suppliers, provide regular comments on overdue actions with supporting evidence attached
• To Raise Ad-Hoc and contract Purchase orders as detailed by the team, filing and sending them as appropriate. Adding Pos to the Elogs (Vanity) Portal
• Gain an understanding of the service charge budgets and their schedules
• To oversee meter reading collection within all required buildings and filter for anomalies, to send this sheet to a dedicated email address each month for accurate billing.
• To Assist the visit and walk arounds of the Consultants for FRA,H&S Audits, WAH, Water, etc.
• To review supplier paperwork both on site (logbooks) and electronic reports
• To book access with tenants for maintenance visits
• To liaise with the suppliers on the access arrangements to ensure a smooth process
• To respond to requests for maintenance /via telephone and electronically. Delegating to the correct team and following up
• To research questions and solutions using available information resources, advising the GM/ESM of the suggested actions
• To identify and escalate situations requiring urgent attention.
• To liaise with tenants and deal with any operational queries they might have.
• Prepare activity reports and provide statistical data to the GM to inform operational strategy.
• Take notes at regular meetings and share the summary with the teams
• Carry out weekly and monthly property inspections, filling out Vanity where applicable
• Raise insurance claims through the relevant portal
• Any other duties as directed by your Line Manager.

Person Specification/Requirements

• Understand how the industry and stakeholders function, and the range of services available to clients.
• Constantly updating knowledge of legislation relating to property management.
• Develop an understanding of how to build and maintain client, supplier and customer relationships.
• Understanding of key issues to be noted on property inspections.
• Understand and use industry/specific IT applications.
• Understand the principles of service charges.
• Understand how property is constructed and how plant works; working knowledge of fundamental building operations, relevant hard and soft services knowledge. Know and be able to apply legislation and policies relating to Environmental protection.
• Understand insurance relating to buildings and the FSA regulations.
• Contributes to team business plan/strategy
• Able to work as part of a team, supporting colleagues.
• Able to use IT software such as Word, Excel, and databases.
• Oriented towards providing excellence in customer services.
• Can demonstrate adaptability and attention to detail, with strong problem analysis and problem-solving skills.
• Willing to learn and expand the processes of the helpdesk function as the role progresses.
• Be able to communicate effectively verbally and in writing