Estate Coordinator - London (Part time)

CBRE; Greater London; On-site; GBP 25,000 - 35,000; Part time

Job summary

A leading real estate services firm is seeking a part-time Estate Coordinator in London. This role involves providing professional support to the Estate team by managing facilities issues and delivering excellent customer service. Responsibilities include monitoring site activities, conducting property inspections, managing utility payments, and ensuring compliance with health and safety regulations. The ideal candidate will possess strong problem-solving skills, IT proficiency, and the ability to build client relationships effectively. Competitive salary and flexible hours offered.

Qualifications

• Understanding of industry services and stakeholder functions.
• Updating knowledge of property management legislation.
• Ability to build and maintain client relationships.

Responsibilities

• Monitor site activities and report actions.
• Maintain Health and Safety records.
• Conduct property inspections and follow up actions.
• Respond to maintenance requests.
• Manage utility payments and tenant issues.

Skills

Customer service skills

Problem-solving

Knowledge of Health and Safety legislation

IT application proficiency

Communication skills

Job description

Estate Coordinator - London (Part time)

Location: London, England, United Kingdom.

Role Purpose

Provide professional support to the Estate team. Provide customer service on facilities management issues raised. Troubleshoot problems and advise on the appropriate action.

Role Specific Particulars

The property is a large mixed-use estate located in the Covent Garden London. The successful candidate will be part of a site team of four and will be an essential asset to the property, colleagues, clients and occupiers.

Key Responsibilities

• To monitor all activities relating to the site(s), reporting and taking action as appropriate.
• To comply with Health and Safety on site, maintaining records, using the Meridian system, and involvement with contractor management as appropriate.
• Complete all monthly and quarterly property inspections, uploading documentation to Meridian and following up any actions.
• To conduct meter readings within all required buildings.
• To respond to requests for maintenance / technical assistance in person, via telephone and electronically.
• To research questions and solutions using available information resources, advising the Building Manager/SFM the appropriate actions.
• To identify and  escalate situations requiring urgent attention.
• Route issues and requests to the correct resource, track progress and document resolutions.
• To liaise with tenants and deal with any operational queries they might have.
• To manage work programmes on site in conjunction with the EM, acting as the liaison point for all parties involved.
• To manage the P2P (Purchase to Pay) system, coding and paying all invoices.
• Manage the payment of utility bills, change of tenancy to ensure all bills are paid on actual reads rather than estimates, in line with client requirements.
• Notify insurers of any insurance claims, collate information required and monitor claim status to completion.
• Monitor tenant Food Hygiene ratings and implement measures to help with improvement where possible, with the guidance of the H&S Exec.
• Manage tenant provision for adequate grease traps, including any new tenants who take occupation, with the guidance of the H&S Exec.
• Write to tenants regarding shop front inspections, housekeeping etc as required.
• Prepare activity reports and provide statistical data to the Building Manager to inform operational strategy.
• Management of the site office at Covent Garden.
• Any other duties as directed by your Line Manager.

Person Specification/Requirements

• Understand how the industry and stakeholders function, and the range of services available to clients.
• Constantly updating knowledge of legislation relating to property management.
• Develop an understanding of how to build and maintain client, supplier and customer relationships.
• Understanding of key issues to be noted on property inspections.
• Understand and use industry/specific IT applications.

CBRE, Inc. is an Equal Opportunity and Affinity Action Employer (Women/Minorities/Persons with Disabilities/US Veterans).