Back to search
We're looking for a Facilities Administrator to join the team completeing the admin for two neighbouring luxury development blocks,based in EastLondon.
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
- If 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
Health, Safety, Welfare & Compliance
- 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.
- Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
- 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.
- Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written.
- 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)
*Ballymore operate as an equals opportunities employer.
