Facilities Coordinator

Full Job Description

Facilities Coordinator - Permanent, Blackwall (E14)

Hours: 40 per week, 08.30am - 17.30pm Monday to Friday

Duties & Responsibilities 

• 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.
• 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.
• 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.
• Maintain Insurance correspondence, records & tracker information at all times.
• 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
• 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.

Skills & 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, Valet, Concierge and Housekeeping (Desirable)
• 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.
• Demonstrate the ability to make decisions both independently and collectively having first evaluated all options
• Ensure problems that arise are dealt with and solutions found to ensure delivery to clients.
• Assess own performance and attributes, actively seeking support to meet development needs and demonstrate an awareness of the impact on others.

We operate as an equal opportunities employer.