Facilities Coordinator

**Role**: Facilities Coordinator

**Hours of work**: Monday to Friday

**Location**: Embassy Gardens, Vauxhall

**Time**: 8:00 - 17:00

**Duties & Responsibilities**
- To provide clerical and administrative support to the Facilities Department to enable the effective delivery of a range of FM services across the portfolio in order to support the property management function and provide a cost efficient, customer-focused service to our clients.
- To facilitate the document control function for the FM department.
- To raise and track quotations, POs and invoices related to centrally procured services.
- To maintain the tracking and ‘dashboard view’ documents covering FM services including those related to health & safety, insurance inspections, risk assessments, cost control, contract status, project activities and development handovers.
- To provide desk-based review and auditing of compliance documentation, contract KPIs and O&M literature.

**Document Control & Record Keeping**
- To ensure the FM department provides accurate and concise ‘‘dashboard’ data relating to the status of the various FM projects and services for review by the property management team at any time.
- To ensure that audit trails are in place related to centrally procured services.
- To maintain systems related to the electronic filing, archiving and circulation of all FM documentation including, but not limited to:

- Risk assessments, surveys and inspections
- Insurance inspections
- Engineer/technician reports and remedial works
- Quotations, POs and invoices
- Contract feedback
- Accident and incident reports
- Tendering documentation, specifications and contracts
- O&M documentation including drawings, schedules, commissioning and warranties
- Handover trackers, snags, defects and asset verification documentation

**Contract Administration**
- To collate and perform regular audits of documentation related to contract performance including compliance certificates, report sheets, PPM planners and KPIs.
- To maintain the tracking of all costs, quotations, POs and invoices related to centrally managed contracts.
- To assist in the compilation of documentation related to tendering and procurement exercises.
- To assist in the annual review of approved suppliers.
- To maintain records of contact details and system logins.

**Health & Safety**
- To centrally compile health, safety and compliance related documentation related to each development including insurance inspections, risk assessments and accident/incident reports.
- To assist in the production of action plans related to the above.
- To maintain the tracking documents related to compliance status across the portfolio.
- To assist in the review of SOPs and the compilation of standardised templates.
- To assist in the review of the health & safety strategy and associated policies and procedures.

**Communication**
- To respond to straightforward FM queries raised by the property or estate management teams.
- To monitor and escalate (where necessary) any FM issues which are raised by the estate or property management teams.
- To book appointments and meetings with contractors, suppliers and consultants.
- To produce agendas and take minutes in meetings as required.
- To assist in ensuring good lines of communication are maintained between the FM dept, estate teams, contractors and consultants.

**Development Handovers**
- To assist in the review of documentation related to the handover of new schemes including schedules, drawings, certificates and manufacturers literature.
- To assist in updating the master handover register

**Skills, Experience & Qualifications**
- Further qualifications and training related to Facilities Management, Property Services or Health & Safety are desirable but not essential.
- Educated to A-Level (or equivalent).
- Previous experience of working within a facilities or administrative role.
- An understanding of FM services, document control and compliance.
- In depth and technical knowledge related to facilities management is not required but it is expected that the successful applicant will intend to develop their knowledge and capabilities through their experience in this role.
- Experience of financial administration, POs and invoicing.
- The ability to work independently and manage multiple work streams.
- Competent in the use of Microsoft Word and Excel.
- Previous experience of using CAFM, CAD and finance software packages is desirable but not essential.
- **Ballymore operate as an equal opportunities employer.