Property & Services Coordinator

Hadley Group; Smethwick; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading firm in advanced manufacturing is seeking an Administrative Support professional in Smethwick to assist with property management and facilities maintenance. The ideal candidate will be highly organized and detail-oriented, responsible for maintaining property records, managing vendor and contractor compliance, and processing invoices. Required qualifications include GCSEs in English, Maths, and IT. This position offers opportunities for personal development in a dynamic work environment.

Qualifications

• Highly organized and detail-oriented; capable of managing multiple priorities.
• Experience in administrative support or facilities management roles.

Responsibilities

• Maintain property records for all properties, including leases and contracts.
• Act as a point of contact for tenant inquiries and maintenance requests.
• Log and dispatch maintenance and repair requests to the team.
• Raise Purchase Orders for goods and services and process invoices.
• Manage and maintain training records for all facilities personnel.

Skills

Organizational skills

Attention to detail

Communication skills

Education

GCSE or equivalent in English, Maths and IT

Job description

JOB DESCRIPTION

Hadley Group is a world leader in advanced cold rolled steel technology, with manufacturing facilities in Europe, the Middle East and Southeast Asia. We deliver innovative solutions with applications across sectors as diverse as construction, automotive, industrial and agriculture. Our continuing growth and success is entirely dependent upon our ability to attract, retain and develop the best people, and it is for this reason that we promote continuous personal development for everyone working at the Hadley Group.

This role involves providing comprehensive administrative support for property management, facilities maintenance, and building services, including cleaning and security. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

THE ROLE

Property Management Support

• Maintain property records: Keep digital and physical files up-to-date for all properties, including leases, contracts, and tenant information.
• Coordinate with tenants: Act as a point of contact for tenant inquiries, maintenance requests, and general communications.

Facilities & Maintenance Administration

• Receive, log and dispatch maintenance and repair requests.
• Assign tasks and monitor progress for team members.
• Schedule and monitor Planned Preventative Maintenance (PPMS) to ensure all critical assets are serviced on time.
• Ensure remedial works to PPMS are completed, closed out, and accurately recorded.
• Maintain and track project schedules for facility upgrades and repairs.

Vendor and Contractor Management

• Manage the supplier onboarding process, including issuing and reviewing Pre-Qualification Questionnaires (PQQs).
• Maintain and track supplier compliance, including the collection and management of insurance certificates (e.g., Public Liability, Employer’s Liability).
• Internally manage and file all contractor-submitted Risk Assessments and Method Statements (RAMS).
• Administer the permit-to-work system for all on-site contractor activities, including issuing high-risk permits.

Procurement and Finance

• Raise Purchase Orders (POs) for goods and services.
• Procure goods for the team, including building materials, cleaning supplies, and consumables.
• Process and reconcile invoices from vendors and suppliers, ensuring accuracy and timely payment.
• Collate agency hours work for payroll and budget tracking.

Training and Records Management

• Manage and maintain training records for all facilities and services personnel, including internal staff and contractors.
• Ensure all training certifications and qualifications are up-to-date and compliant.
• Asset tracking: Maintain a register of all building assets and equipment, including maintenance schedules.

Systems & Administration

• Document and Record Management: Maintain and manage all systems and records within SharePoint.
• Integrated Facilities Management (IFM) System: Monitor and raise tickets for the Ultra Facilities team to ensure issues are addressed promptly.

Cleaning & Security Services Administration

• Inventory management: Monitor and order supplies for cleaning and security operations.
• Performance monitoring records: Help track the performance of cleaning and security teams and report any issues to management.
• Incident reporting: Log and maintain records of security incidents and cleaning-related issues.

THE CANDIDATE

Education and Qualification(s)

• GCSE or equivalent in English, Maths and IT.