Facilities Administrator

Ballymore Group; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in luxury development seeks a Facilities Administrator in East London. The role involves supporting the Facilities Manager, maintaining records, and ensuring compliance with health and safety standards. Ideal candidates will possess strong organizational and communication skills, alongside relevant health and safety qualifications.

Qualifications

• Working towards NEBOSH or IOSH qualification in Health & Safety.
• Excellent computer skills and communication abilities.

Responsibilities

• Support on-site Facilities Team with administrative tasks.
• Maintain records of planned maintenance and servicing activities.
• Ensure compliance with health and safety regulations.

Skills

Communication

Organizational Skills

Attention to Detail

Team Player

Education

NEBOSH or IOSH accredited qualification in Health & Safety

Tools

Outlook

Word

Excel

PowerPoint

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.

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.