Facilities Administrator

Ballymore Group; Greater London; On-site; GBP 30,000 - 35,000; Full time

Job summary

Ballymore Group is seeking a Facilities Administrator to support three developments: West Hampstead Square, Wapping Lane and High Point Village. You will report to the Facilities Manager and help ensure smooth operations and excellent service for residents and tenants.

This on-site role is 40 hours per week, 08:30–17:30, with responsibilities including CAFM/Elogbooks data input, on-site correspondence, and maintaining records for insurance and service partners.

Qualifications

• Excellent computer skills including Outlook, Word, Excel and PowerPoint.
• Strong communication skills, both verbal and written.
• Good organisational skills and attention to detail.
• Team player who is reliable and proactive.
• Experience with CAFM is preferred but not essential.

Responsibilities

• Report to the Facilities Manager and help ensure smooth estate operations and excellent resident/tenant service.
• Lead on updating and inputting data into CAFM/Elogbooks.
• Manage on-site email communications on behalf of the FM department.
• Maintain insurance correspondence, records and trackers; coordinate access for contractors.

Skills

Communication skills

Organisational skills

Attention to detail

Team player

Outlook

Word

Excel

PowerPoint

Tools

CAFM

Job description

We're now recruiting for a Facilities Administrator to support three developments within our portfolio West Hampstead Square (NW6), Wapping Lane (E1W) and High Point Village (UB3).

What you should know

Ballymore is a family-owned business, with over 40 years in establishment - we are remarked as an innovative and dynamic property developer citing over 80 awards in recent years. At present, we're managing 11,000 homes across 12 luxury residential developments in London and are in search of Facilities Administrator to join us in contributing to our vision.

Important to note

Hours: 40 per week, 08:30 - 17:30 Monday to Friday

Location: On site 5 days per week, spending the week across 3 seperate locations (NW6, UB3 & E1W)

Salary per annum: £30,000 to £35,000 dependant on skills & experience

What you'll be doing

• 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.
• Lead on the updating and inputting of data onto CAFM/Elogbooks
• 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.

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.
• Review & update CAFM/Elogbooks on a regular occasion
• 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
• 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.
• Draft communication to residents, Site Team and commercial units for planned works, unplanned disruptions, loss of services or planned/unplanned isolations of services.
• 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.

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.
• Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
• Carry out regular inspections and H&S audits across the estate and action findings accordingly.

Please note: a full job description will be provided once shortlisted for the role.

What you'll need to be successful

• 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.
• Previous experience using CAFM (Ideal, not essential)

Ballymore operate as an equal opportunities' employer