Ref
140432
Business Unit
Workplace, Arts & Culture
Location
Other
Salary
Competitive
Closing date
30/11/2022
Contract type
Full time
Employment type
Permanent
Description

Overall Purpose of Job

To support the Building Management Team across the Strandbrook portfolio. Liaise with occupiers, service partners, contractors, visitors and the AY Building Management Team and acting as an integral part of the team.

Support the Building Management Team with various projects including the raising of purchase orders, updating compliance documentation across the portfolio which may include occasional travel between sites.

 

Main Duties, Responsibilities & Accountabilities

The Facilities Coordinator reports directly to the General Manager and includes but is not exclusive to the following duties:

 

AY Building Management Team, Occupier & Service Partner & Contractor Liaison

  • Liaise with Building Management Team to assist with the raising of Purchase Orders and general operational arrangements.
  • Liaise with Occupiers to arrange access for service partner & contractor visits.
  • To communicate to occupiers and service partners / contractors to obtain required documentation for compliance and operational requirements.
  • Liaise with service partners / contractors to report faults or arrange for them to attend site to carry out programmed works.
  • Helpdesk – raise work orders for any planned or reactive jobs.
  • To cover and support the Building Management Team wherever necessary.

 

Health and Safety Compliance

  • Assist in all aspects of health and safety for the portfolio office demise, ensuring risk assessments are in place for appropriate works.
  • Carry out detailed site inspections on a regular basis.
  • To support the Building Management Team in ensuring the compliance performance does not drop below 85% through Meridian or other reporting systems.
  • To support the Building Management Team in ensuring that all site records are maintained in a comprehensive and accurate state.
  • Ensuring all recycling and confidential waste is appropriately maintained in line with Avison Young’s policy and ISO standards.
  • To support the Building Management Team in Incident reporting through our Meridian or other reporting systems.
  • Carry out internal office audits in line with ISO standards.

 

Financial

  • Manage the Purchase Order System; issue purchase orders to contractors in response to quotes as authorised by the Building Management Team; keep purchase order log up to date, electronical file all purchase orders, quotes; ensure receipt of all invoices relative to issued purchase orders.
  • Work within the office budget parameters.

 

Administrative Duties

  • Liaise with suppliers for the Maintenance of the printers, PC’s, scanners and other Admin equipment.
  • Undertake room & desk bookings using the Trimble/Manhattan systems. Tracking changes and reporting on data and updates as required.
  • Managing and maintaining systems, processes, and orders in association with the Building Management Team. This includes but is not limited to lockers, corporate magazine subscriptions, stationery (branded and non-branded), PPE and other supplies as required.
  • Arranging courier bookings as and when required.
  • Carry out duties when require for hard copy and electronic post.
  • Assist with setting up and setting down of client areas when required.
  • Register IT problems and liaise with MyIT and the IT support team.
  • Photocopying, scanning and binding when required.
  • Attend Tenants meetings along with or on behalf of the Building Management Team.
  • Assisting and deputising for Building Management Team in their absence or on selected projects.
  • Undertake any other duties in keeping with the position that may be required by the Building Management Team.
  • Assist with furniture and people moves around the office.
  • Assist the Building Management Team in the production of office / building documentation.
  • Attend meetings as required and take concise minutes and distribute to key stakeholders.

 

Desired Knowledge, Skills and Experience

 

Key Skill Requirements

 

  • Ability to work within a close team with minimal supervision using judgement and initiative when required.
  • Good interpersonal skills; capable of communicating at all levels.
  • Competent IT skills – proficient in Microsoft Office software packages.
  • Ability to present a competent approach with external auditors when required.
  • Interest in continuous improvement and development of new technologies.
  • Actively builds and develops relationships with colleagues, customers, clients and third-party service partners.
  • Seeks to achieve a high level of customer satisfaction.
  • Respond to emails and telephone queries in a professional manner.
  • Positive outlook with a willingness to develop knowledge, skills and career.
  • Ability to prioritise and organise workload.
  • Adopts a flexible approach to achieving goals and objectives.

 

Knowledge / Qualification Requirements

  • Proven experience in a property/ facilities organisation desirable.
  • Sound knowledge of Health and Safety legislation.
  • Experience with Yardi Voyager finance packages required.
  • Experience with Meridian H&S portal desirable.
  • Knowledge of security and access control systems desirable.
  • IOSH qualification desirable.
  • Fire Marshal & First Aid training provided if not already attained.