Residential Facilities Coordinator - High End Apartments

Our client is currently seeking a Facilities Coordinator at a luxury site near Barnet. Please see more information below:

Hours:

09:00am - 17:30pm

Shift Pattern:

Monday - Friday

Salary:

£30,000 per annum

Responsible for:

• Day-to-Day administrative support to the Estate Facilities Department
• Day-to-Day administrative record-filing for all compliance paperwork
• Coordinating with staff, consultants and external contractors operating on the development
• Engaging resource from the estate management team as required to deliver facilities services

Key Responsibilities:

• Update, amend, maintain & manage the information for developments Facilities & Compliance paperwork
• Coordination of contractors, consultants and service partners on site in line with the centrally defined contract mechanisms in the Facilities Manager absence
• E-mail correspondence & communication on behalf of FM department on site
• Attend & minute meetings as required
• Liaising with the estate's team & the support office as required
• Produce new templates / improve on old ones as requested by the Facilities Manager
• Local auditing of infrastructure and building services including fire and security systems, water hygiene, vertical transport, utilities and critical plant in line with the compliance tracker / PPM calendar
• Monitor health, safety & compliance activities across the estate in accordance with the managing agents Health and Safety Strategy
• To assist in the mobilisation, delivery and coordination of project works on site
• To provide facilities-related advice and support to the estate management team
• To maintain clear reporting to the 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 Estates Team maintaining the culture, policies, company rules and ensuring the highest quality management is provided on behalf of the managing agent at all times

Building & Infrastructure Management:

• Support on the local maintenance of the building infrastructure including structure, building envelope, internal fabric and mechanical & electrical services in accordance with the framework defined by the Facilities department
• Support with the required inspection, auditing, record keeping and document control activities associated with the above
• To act as the point of contact for locally delivered FM activities including the action of recommendations arising from fire risk assessments, water hygiene risk assessments, health & safety audits and other external inspections in the Facilities Managers absence
• Support, monitoring for the estate management team members in their discharge of facilities-related activities including, but not limited to, fire alarm testing, fire door inspections operation of M&E systems (CCTV, BMS, access control etc), communication with customers, contractor call-outs, compilation of SOPs and shift handovers
• Support with the swift identification and rectification of day-to-day maintenance activities including re-lamping of light fittings and minor repairs
• Follow up on out-of-hours reports to ensure that actions are closed out appropriately with the Facilities Manager
• Support with regular reports to the Facilities Manager related to the status of the local facilities and any associated risks
• To promptly escalate matters to the Facilities Manager for advice, support and instruction as required

Contractor Management:

• Support on the local management of contractors and service partners operating on the development and ensure that they receive the support and information required to discharge their duties
• Provide formal feedback on each contractor to the Facilities Manager & Development Manager including service level agreements and key performance indicators on a monthly basis (and more frequently as required)
• Feedback to the Facilities Manager on the status of works so to confirm that contractual payments can be made as applicable
• Obtain comparable Quotations from relevant contractors for management approval
• Raise Works Instruction as requested by the management for contact & reactive works
• Support communication pathways with the incumbent contractors in order to promptly address any issues arising and obtain contemporaneous updates
• Review and audit documentation relating to contract works discharged including engineers' reports, certification and O&M Manuals as applicable. Ensure that documentation is available to demonstrate statutory and contract compliance
• Support the Facilities Manager in the regular reactive works meetings with resident contractors / Site Supervisor as required to review ongoing and planned works
• Raise Purchase Order/ Work instruction for contractors to carry out work as required by the management team
• Support in reviewing any dilapidation reports and quoted work
• To implement and control procedures for safe systems of work including a Permit to Work system, lone working procedure, access to restricted areas in the Facilities Managers absence
• Support in the local mobilisation and set-up of new contracts as required

Health, Safety, Welfare & Compliance:

• Manage Annual fire Risk Assessments & Health and Safety risk assessments
• Contribute to the continuous improvement of H&S management systems and compliance standards across the estate
• Attend regular meetings of the H&S with client and liaise with estate staff on H&S matters
• Ensure the Accident, Incident and Near Miss Reporting Procedure is followed locally
• Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates
• Support with the Implement of local procedures for the management of significant risks including those related to fire, asbestos, water hygiene and pool plant
• Carry out regular inspections and H&S audits across the estate and action findings accordingly
• Assist in the organization and coordination of fire evacuation drills and testing of emergency procedures

Energy & Utilities:

• Collect regular/ Monthly readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Manager
• Maintain accurate local schedules related to supplies, meters and points of isolation
• Be familiar with the operation of the on-site BMS system and feedback data to the Facilities Manager & Facilities department as required

General:

• Provide regular reports to the Facilities Manager & Facilities department as required
• Liaise with Estate Management teams on FM functions ensuring that good lines of communication are maintained
• Keep up to date with new legislation and industry best practice relating to facilities management
• Actively participate in facilities management meetings and training/development exercises
• Liaise with colleagues and report as necessary to Facilities Manager on matters relating to standards of facilities management
• Actively promote the company, be positive about the culture and working methods with colleagues and clients.

Qualifications:

• To hold, or be working towards, membership of a relevant professional body including BIFM, or IOSH, NEBOSH

Experience:

• Experience working in facilities or estate management for a minimum of 3 years (Essential)
• Experience in the management of external suppliers, contractors and consultants covering a range of services (Essential)
• Experience of the management and coordination of health, safety and welfare (Essential)
• Familiarity with facilities documentation including O&M manuals, drawings, engineer reports, compliance certificates and PPM planners (Essential)
• Experience working in a project environment and the handover of new schemes (Desirable)
• Experience working alongside multiple soft services trades and disciplines in including Security, Concierge and Housekeeping (Desirable)

Personal Skills:

• Be polite and courteous at all times to colleagues and clients
• Communicate verbally in a clear, concise and business-like manner
• Make sure all written communication is presented in a professional manner ensuring grammar, spelling and format are appropriate for the recipient and purpose
• Ensure problems that arise are dealt with and solutions found to ensure delivery to clients
• Demonstrate the ability to make decisions both independently and collectively, having first evaluated all options.
• Support decisions with factual information
• Assess own performance and attributes, actively seeking support to meet development needs and demonstrate an awareness of the impact on others
• Ability to manage change