Facilities Coordinator

The Galbraith Property Management Team are looking for an outgoing, enthusiastic individual to work as part of the team and provide full time operational facilities management support across their portfolio of UK managed properties.

Job Description/Requirements

• Ensure full Health & Safety compliance of the managed property portfolio, arranging regular risk assessments and audits.
• Administer the Health and Safety Portal.
• Carry out regular on on-site building checks across the portfolio, report/record any maintenance or H&S issues and implement any required actions after liaison with Property Manager. Accordingly, some travel will be required.
• Respond appropriately to emergencies or urgent issues as they arise.
• Work effectively with third party contractors, monitoring performance against Key Performance Indicators (KPI’s) and Service Level Agreements (SLA’s).
• Liaise with occupier representatives in connection with the day-to-day operation of the building(s).
• Helpdesk; including but not limited to; logging, distributing and closing down of reactive calls.
• Raise Purchase Orders when required, process supplier invoices and resolve any associated queries.
• Establish and maintain proper site records in accordance with best practice rules.
• Take regular meter readings for all Utilities and e-mail these to Service Providers to ensure accuracy of charges.
• Assist in the development and maintenance of occupier handbooks.
• Assist in the monitoring of vacant/void property in line with the clients’ insurance policy.
• Administer the Facility Services Records, maintaining key information including the creation and maintenance of registers (e.g. contractor’s names, contact details, key holders etc.). Create and maintain new and existing planned maintenance schedules.
• Add and maintain all records associated with the planned and reactive services tasks contained within the Facility Services Records.
• Carrying out any other periodic inspections as instructed by the Property Manager.
• Deputise for the Property Manager where necessary.
• Assist in delivering client KPIs as identified within the agreed PMA (Property Management Agreement).
• Assist in the smooth transition of properties into management and ensure readiness for sale dealing with due diligence enquiries on disposal and lettings from a facilities perspective.

Knowledge and Qualifications

• Full UK Driving Licence.
• Strong digital and IT skills with the ability to learn and understand new systems. Proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Knowledge of Health and Safety compliance requirements. IOSH or NEBOSH Qualification is desirable but not essential. Training will be provided.
• Previous experience of working within construction/facilities/building management position.
• Applicants who are looking for a move from residential to commercial management will be considered.

Skills

• Strong organisation and administrative skills.
• Excellent communication skills, both verbal and written.
• Strong customer service skills to ensure all issues are responded to in a timely manner, with consistent communication to users throughout.
• Ability to multi-task, work well under pressure and to meet deadlines.

What we offer

The role comes with a competitive salary of between £26k-£30k, depending on experience, along with our perks & benefits package which includes enhanced holidays, company pension, employee assistance programme, Perkbox, cycle to work scheme, car salary sacrifice scheme, life insurance, annual training budget, hybrid working, and employee referral scheme.

To request a full Job Description please email hr@galbraithgroup.com

Galbraith is an equal opportunities employer.

The successful candidate will be required to undergo pre-employment checks via Giant Screening.