Contracts & Facilities Coordinator - East London, United Kingdom - Ballymore

Ballymore

Verified Company

East London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Contracts & Facilities Coordinator - Permanent, Canary Wharf

Hours: 40 per week, 08.30am pm Monday to Friday

Duties & Responsibilities

To work directly with the management team within the Facilities & Contracts section to provide clerical and administrative support
Focusing all activities on the daytoday coordination of the Facilities and Contracts department and following up with action on matters which fall within their area of responsibility, including chasing responses and managing deadlines.
Support the Procurement Manager with follow ups and ensuring they all update their relevant reporting sheets inline with the Facilities & Contracts Escalation Matrix
To produce agendas and take minutes in meetings, as required.
Maintain records in line with the compliance documentation.
Other duties as may be reasonably required by the Senior Managers with in the department

Document Control & Record Keeping

To ensure and maintain accurate and concise ''dashboard' data relating to the contracts and compliance and services for review by the property management team at any time.
To maintain systems related to the electronic filing, archiving and circulation contracts and compliance documents.
To ensure that audit trails are in place related to centrally procured services.

Communication

To assist in ensuring good lines of communication are maintained between the FM dept, estate teams, contractors and consultants.
To respond to straightforward FM queries raised by the property or estate management teams.
To monitor and escalate (where necessary) any FM and contract issues which are raised by the estate or property management teams.
To book appointments and meetings with contractors, suppliers and consultants, as required
To produce agendas and take minutes in meetings as required.

Skills & Experience

Highly responsible and decisive with ability to proactively manage own workload.
Be polite and courteous at all times to colleagues, clients and service partners.
Communicate verbally in a clear, concise and businesslike manner.
Make sure all written communication is presented in a professional manner ensuring grammar, spelling and format is appropriate for the recipient and purpose.
Strategic expertise and commercial vision.
Ensure problems that arise are dealt with and solutions found to ensure delivery to clients.
Assess own performance and attributes, actively seeking support to meet development needs and demonstrate an awareness of impact on others.
Influencing and motivational skills are critical.
Problem solving capability as well as the ability to handle objections with confidence.
Previous experience of working within a facilities or administrative role.
An understanding of FM services or property management, document control and compliance.
Preferred to have an understanding in financial administration, POs and invoicing.
Competent in the use of Microsoft Word and Excel
Previous experience of using CAFM system and finance software packages is (Desirable)
Good knowledge of local health and safety regulations.
Excellent organisational skills and the ability to prioritise a busy workload.
Good in managing processes and promoting process improvement.

Ballymore operates as an equal opportunities employer.