Facilities Administrator

Job Description

We're looking for a Facilities Administrator to join the team completing the administration duties 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.
• Be the first point of contact for the on-site Facilities Team in relation to all telephone enquiries, emails and letters and B-Life. Where appropriate deal with the correspondence proactively and reply on behalf of the Facilities Team. I
• f 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
• Arrange access (both Landlord’s areas and residential & commercial demised areas) for any planned essential works such as Planned Preventative
• Maintenance works, HIU, FCU Servicing, apartment fire inspection and reactive and emergency works such as defects, satellite/TV signal failures, leak trace & access and insurance approved works.
•  Assist Facilities Coordinator on dealing with any reactive works raised as out-of-hour call-outs and contact the Service Partners to ensure that all site reports are signed and follow up accordingly.
•  Promptly escalate matters to the Facilities Coordinator or Facilities Manager for advice, support and instruction as required.

Health, Safety, Welfare & Compliance

• Understand and adhere to the Site’s Emergency Action Plan in the event of an emergency situation.
• 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.
• Increase H&S awareness and promote a positive H&S culture throughout the local Site Team including attending regular meetings such as Huddle (weekly Site Team meeting) and toolbox talks.
• Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
• Carry out regular inspections and H&S audits across the estate and action findings accordingly.
• Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Coordinator or Facilities Manager.
• 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.

• 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. 

• Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.

• Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written.

• Good organisational skills.

• Good attention to detail.

• Team player who is friendly and reliable.

• Ability to multitask and work under pressure.

• 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)

• Familiarity with facilities documentation including O&M manuals, drawings, engineer reports, compliance certificates and PPM planners (Desirable)

• 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 are found to ensure the smooth running of the department

*Ballymore operate as an equal opportunities employer.