Facilities Administrator

We're looking for a Facilities Administrator to join the team completeing the admin for two neighbouring luxury development blocks, based in East London.

**Time**:8:30am - 17:30pm

**Shift**: Monday to Friday

**Duties & Responsibilities**
- To support the on-site Facilities Team with administrational aspects of the site.
- 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.
- This includes communicating with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair.
- To liaise with the Site 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 Site Team maintaining the culture, policies, company rules and ensuring the highest quality management is provided on behalf of Ballymore Group at all times

**Administration**
- Review of RAMs and provide permits to work. Keeping a log of any permits issued, closing out and completing regular checks on contractors attendance.
- Taking landlord meter reads on a monthly basis.
- Assisting with the weekly fire alarm and AOV testing
- Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance
- Provide administrative support to Facilities Coordinator and Facilities Manager.
- If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner.
- Draft communication to residents, Site 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

**Health, Safety, Welfare & Compliance**
- Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally.
- Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures.
- Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
- Provide regular reports to the Facilities Manager & Facilities department as required.
- Keep up to date with new legislation and industry best practice relating to facilities management.
- Liaise with colleagues and report as necessary to Facilities Manager on matters relating to standards of facilities management.

**Skills, Experience & Qualifications**
- To hold, or be working towards, a NEBOSH or IOSH accredited qualification in Health & Safety.
- Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written.
- 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)

**Ballymore operate as an equals opportunities employer.**

Pay: £28,000.00 per year

**Benefits**:

- Company pension
- Cycle to work scheme
- Free parking
- Life insurance
- Private medical insurance
- Referral programme
- Sabbatical
- Sick pay

Schedule:

- Day shift
- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Application deadline: 06/12/2024