Facilities Coordinator

5 days ago

London, United Kingdom Optim Facilities Full time

This is an exciting opportunity to join an established and growing business. We are looking for someone who is flexible with a can do attitude and a strong eye for detail with a methodical and organised approach. This is a fast moving and pressured environment and we are looking for someone who will thrive on this. Strong communication and interpersonal skills are key. **About Optim Facilities** Established in 1999, Optim Facilities is a small but perfectly formed facilities management company based in Holborn. We provide facilities management services to commercial properties, mainly situated in the West End of London working directly alongside our clients to ensure the smooth running of the buildings with our support desk. **Job Role and Duties**: - Managing the day to day facilities on a portfolio of commercial properties, being the first point of contact between the tenant and contractors. - Logging call outs and generating jobs for contractors, scheduling jobs and liaising with tenants and building managers for access. - Demonstrate a proactive approach, liaising with tenants to prevent and rectify issues - Responsible for scheduling all 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. - Sourcing products required for receptionists and liaising with suppliers to process orders and coordinating deliveries. - Tendering Contracts for hard and soft services - Procurement of small works, comparing costs and specifications and instructing accordingly - Requesting and reviewing RAMS when applicable and saving copies for audit purposes. - Visiting sites as and when instructed by the director and documenting site visits - including meeting contractors on site and administrating notes from the meeting and following up with various parties. - Produce monthly client reports for any outstanding quotes that require approval. - Annual data analysis on the helpdesk category call outs and sourcing new contractors as and when needed. - Ensuring all requests & enquiries are addressed and filed in a timely manner. - Compliance - Uploading and tracking compliance documents when renewals are required for each property. - Updating building information and records on the system and ensuring information is available and up to date when required Skills & Requirements: - Drive, enthusiasm, sense of humour, and a "can-do" attitude. - Knowledge of the maintenance and property management industry - Strong written and verbal communication, and telephone etiquette. - Great working knowledge of Microsoft Office. - A good team member with the ability to multitask and work on your own initiative. - The ability to work unsupervised to time scales and under pressure. **Job Types**: Full-time, Permanent **Salary**: £25,000.00-£30,000.00 per year Additional pay: - Bonus scheme - Performance bonus **Benefits**: - Company pension Schedule: - 8 hour shift **Experience**: - Facilities management: 2 years (required)

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