Facilities Administrator

Facilities Administrator - Permanent, West Silvertown

Salary: £29,000 to £33,500 per annum, dependant on skills & experience

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

Duties & Responsibilities

• To support the on-site Facilities Team with administrational aspects of the Resort.
  
  
• Lead on management of office key tracker, ensuring all keys are logged out, signed for and returned.
  
  
• Manage signing in of all visitors and contractors, liaising with FM team to ensure consent to carry out works has been given before issuing access keys/fobs etc.
  
  
• 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 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 deputise in absence of Facilities Coordinator.
  
  
• To ensure all the records of planned maintenance and servicing activities are kept up to date.
  
  Administration
  
  
• Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance
  
  
• Must be able to arrange and book service visits for apartments, ensuring adequate target numbers are achieved, liaising with owners, agents and tenants to arrange access to the properties. Ensure contractors have daily confirmation of which apartments to attend, collating reports and holding up to date excel spreadsheet and records, as servicing is completed.
  
  
• 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. 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, Resort 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 Resort’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.
  
  
• 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.
  
  Skills & Experience
  
  
• 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.
  
  
• 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)
  
  
• Ensure problems that arise are dealt with and solutions are found to ensure the smooth running of the department.
  
  We operate as an equal opportunities employer