Facilities Administrator

Ballymore Group

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.

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.

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.

Ballymore operate as an equal opportunities employer.