Residential Rfm Coordinator - London, United Kingdom - Savills

Savills

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

_This role is being advertised by Savills Management Resources (SMR) a wholly owned entity of Savills (UK) Limited but a separate employing entity which is not accredited by Real Living Wage Foundation._

Purpose of the Role

The purpose of the role is to provide support to the Facilities Management Network, reporting to the Residential RFM Coordinator.

Provide the highest levels of customer service to our internal and external stakeholders by providing and maintaining a centralhub of relevant and accurate data.

Key Responsibilities
-_To work alongside the Facilities Management team in a support role, learning the key aspects of the FM role.
To provide the Facilities Managers with administrative support and to field phone calls during periods of leave.
To provide support and advice to the business on Facilities Management matters.
Updating and assisting in closing actions from compliance documentation and Health & Safety Audits.
Ensure all insurance inspections for the portfolio are completed and uploaded to the compliance systems in a timely manner.

Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorisation limited.

Ensuring that the Facilities Managers and Senior Portfolio Managers approves beforehand whererequired.

Spend time with key Property Management departments to understand the corporate supply chain process, the management agreement and services offered, our key policies and procedures, legislation relating to handling client monies and the roles undertakenin Client Accounting, Credit Control and Treasury to be able to better support the business.

Assist the Facilities Management team in monitoring Service Provider service level agreements.

Assist and monitor the completion of service charge budgets by the Facilities Management team, ensuring they are completed on time and report on stats quarterly.

Update Facilities Management data on Savills systems including but not limited to; Datastation, Compass and Elogbooks.
Ensure all statutory documentation is in place, request where necessary.
Compile Tenant Handbooks, Emergency Plans, Hazardous Waste Registers, Pollution Incident Response Plans etc. in conjunction with the Facilities Managers and ensure data is uploaded to our systems.

Assist with setting up of new starters within the team to ensure that all equipment, access passes, systems access etc.

is available upon commencing their role.
Provide systems training to new starters within the team including but not limited to; Datastation, Elogbooks and Compass
Facilities Management travel coordination/arrangement.
Present the portfolios compliance on a monthly basis.
Provide support to the Portfolio Director and Senior Portfolio Managers with Unit Compliance reporting.

Other adhoc duties as and when required to include Facilities Management post and stationary requirements and requests from the Portfolio Director_.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Skills, Knowledge and Experience

EssentialAt least 2 years experience in an administration role.
General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
Reliable, helpful and well presented.
Ability to work in a team or alone
Team player with strong customer service skills, able to provide a helpful and polite service.
Pleasant telephone manner and efficiency in relaying messages and taking instructions.
Excellent communication skills
Able to take comprehensive minutes of meetings.
Ability to deal with confidential information.

Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.

Able to work under pressure to deadlines.
Careful and conscientious with an aptitude for attention to detail.
Willingness and ability to learn on the job, keen to undertake training and career development.

Desirable
IOSH Managing Safely Qualified.
Broad knowledge of office administration within a facilities management/property management environment.
Experience of dealing with senior level staff confidently with excellent verbal and written communication.
Experience and knowledge of helpdesk systems and procedures.
Data input experience.
Experience working within a Facilities Management team.
Understanding of Health & Safety Legislation_._

Working Hours
Monday - Friday 09:00 - 17:30

Salary
£26,000 - £28,000