Facilities Administrator

**Facilities Administrator - (Based between three sites: Wapping, Hayes & West Hampstead)**

Hours: Monday to Friday, 40 hours per week, 08:30 to 17:30

**Duties & Responsibilities**
- To support the on-site Facilities Team with administrational aspects of the Resort.
- Reporting into the Facilities Manager (FM) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
- E-mail correspondence & communication on behalf of FM department on site.
- To attend minute meetings as required.
- To maintain insurance correspondence, records & tracker information at all times.
- To liaise with the Resort Team & the support office as required.
- To deputise in absence of Facilities Coordinator.
- To ensure all the records of planned maintenance and servicing activities are kept up to date.
- To maintain clear reporting to the Facilities Coordinator, Facilities Manager & Facilities department ensuring the visibility of local infrastructure status and immediately escalate issues for further support as required.
- To be a part of the Residential Resort Team maintaining the culture, policies, company rules and ensuring the highest quality management is provided on behalf of Ballymore Group at all times
- Administration
- Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance.
- Working closely with the Office Admin Team, to ensure that all move-in, move-out and other resident data is maintained in an efficient and timely manner and that adequate records are kept of all residents, apartments and registered vehicles. Treating all of the information as confidential.
- Provide administrative support to Facilities Coordinator and Facilities Manager.
- Draft communication to residents, Resort Team and commercial units for planned works, unplanned disruptions, loss of services or planned/unplanned isolations of services.
- General administrational duties such as maintaining efficient electronic and paper filing systems, trackers and diary management.
- Arrange access (both Landlord’s areas and residential & commercial demised areas) for any planned essential works such as planned preventative maintenance works, HIU, FCU Servicing, apartment fire inspection and reactive and emergency works such as defects, satellite/TV signal failures, leak trace & access and insurance approved works.
- Assist Facilities Coordinator on dealing with any reactive works raised as out-of-hour call-outs and contact the Service Partners to ensure that all site reports are signed and follow up accordingly.
- Raising of Purchase orders/invoices.
- Deal with tickets raised via EG Life (Resident Portal) for all facilities-related requests ensuring all the tickets are responded and actioned promptly.
- Promptly escalate matters to the Facilities Coordinator or Facilities Manager for advice, support and instructions as required.
- Health, Safety, Welfare & Compliance
- Understand and adhere to the Resort’s Emergency Action Plan in the event of an emergency situation.
- Report and record any accidents in the accident book immediately.
- Have a good understanding of Health, Safety & Compliance activities across the development in accordance with the associated procedures.
- Increase H&S awareness and promote a positive H&S culture throughout the local Resort Team including attending regular meetings such as Huddle (weekly Resort Team meetings) and toolbox talks.
- Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
- Carry out regular inspections and H&S audits across the estate and action findings accordingly.
- Energy & Utilities
- Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Coordinator or Facilities Manager.
- Be familiar with the operation of the on-site BMS system and feedback data to the Facilities Manager & Facilities department as required.
**Skills, Experience & Qualifications**
- To hold, or be working towards, a NEBOSH or IOSH accredited qualification in Health & Safety. (Desirable)
- Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.
- Good communication skills with the ability to deliver clear and concise information both verbally and written.
- Good organisational skills.
- Good attention to detail.
- Team player who is friendly and reliable.
- Ability to multi-task and work under pressure.
- Experience working in Facilities or Estate Management for a minimum of 1 year (Essential)
- Experience in the management of external suppliers, contractors and consultants covering a range of services (Desirable)
- Familiarity with Facilities documentation including O&M manuals, drawings, engineer reports, compliance certificates and PPM planners (Desirable)