Residential Facilities Coordinator

Job Description

Facilities Coordinator 

Time: 8:30am - 17:30pm (40hour per week)

Shift: Monday to Friday 

Location: East London, Canning Town 

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.

· 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 Ballymore Group 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 where all Estate Manager, Security, Housekeeping and other soft services staff are not trained and familiar with building infrastructure and hard services at the level required to discharge their duties.

· 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 & Contract and Compliance Manager including service level agreements and key performance indicators on a monthly basis (and more frequently as required).

· Feedback to the Facilities Manager & Contract and Compliance Manager on the status of works so to confirm that contractual payments can be made as applicable.

· 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.

· Support in reviewing any dilapidation reports and quoted works.

· 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

· Monitor 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 estate team including the delivery of tool-box talks.

· Contribute to the continuous improvement of H&S management systems and compliance standards across the estate.

· Attend regular meetings of the H&S committee 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

· Liaise with regulatory authorities as required including HSE, local authorities, Environment Agency and LFB.

· 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

· Carry out regular 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.

Skills, Experience & Qualifications

· 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)

· BIFM (British Institute of Facilities Management) qualifications / IWFM (Institute of Workplace and Facilities Management); NEBOSH Certificate in Occupational Health and Safety; First Aid, Fire Safety, and Risk Management.   

· 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.

Due to the nature of our business this is a developing job description and additions or changes will be made as and when the need arises, with full consultation beforehand.

*Ballymore operate as an equal opportunities employer.