Facilities Compliance Coordinator
7 days ago
**About Optim Facilities**
Established in 1999, Optim Facilities are a small but perfectly formed facilities management company based in Holborn. We provide facilities management services to multi-tenanted commercial properties in the UK, mainly situated in central London working directly alongside our clients and commercial tenants to ensure the smooth running of the buildings.
**Job Role and Duties**:
This is an opportunity to join an established and growing business that has an exciting and successful future. We are looking for someone with a can do attitude and a strong eye for detail. This is a fast moving and pressured environment and we are looking for someone who will thrive on this.
**Job Type**: Full-time
**Hours**:Monday - Friday 08:30 - 17:30 (some out of hours support work may be required)
**Qualifications / Experience**:
- Facilities Management: 2 years
- Property Administration: 2 years
- IOSH / NEBOSH qualification desirable
- Proficiency in Microsoft Office
- Compliance Knowledge
**Salary**: £25,000 - £30,000 per annum (depending on experience)
Daily tasks will include liaison with our clients, building managers / receptionists, tenants and contractors regarding ensure smooth communication and ensure that any building FM issues are dealt with quickly and efficiently.
- Property Risk Assessments - Gain quotations and seek client approval for upcoming RAs that are due to expire (H&S, Fire, Asbestos, Legionella, DDA and any insurance plant inspections).
- Risk Assessment Actions - reviewing actions on risk assessments and gaining quotes for any works to remedy that are outside of the maintenance contract remit.
- Responsible for scheduling reactive and planned maintenance tasks with contractors, including tracking the progress of works and following up on service report sheets for any further works noted.
- Trouble shooting issues with tenants over the phone to decipher the issue they have and deducing the issue and requesting photos in order to provide a detailed description to the contractor attending.
- Ensure Standards are met: Proactively maintain feedback loops with contractors and tenants, whilst also monitoring dropouts and walkouts, along with other significant pain points
- Engagement: Support with Helpdesk, Risk assessors, contractors and tenants on compliance queries
- Completing and documenting site inspections and FM audits
- Property Service Documentation
- Accept and validate service documentation whilst also tracking expiration dates to ensure removal and renewal
- Monitor activities of contract suppliers, SLA’s and KPI. Feeding this information back to management
- Approved suppliers list - tracking the insurance expiry dates of our suppliers and requesting their updated certificate
- Annual data analysis on the helpdesk category call outs and sourcing new contractors as and when needed.
- Logging call outs and generating jobs for contractors via our internal system, scheduling jobs and liaising with tenants for access.
**Job Type**: Permanent
**Salary**: £25,000.00-£30,000.00 per year
**Benefits**:
- Company events
Schedule:
- 8 hour shift
Supplemental pay types:
- Bonus scheme
- Performance bonus
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