Portfolio Facilities Coordinator - Greater London - Get Living

Description

Overview

The Portfolio Facilities Coordinator (PFC) supports the effective operation of the Facilities Management team by coordinating maintenance activities, managing workflows, and ensuring accurate and compliant record-keeping. Acting as a key point of contact for contractors and internal teams, the PFC helps ensure that works are delivered on time, compliance obligations are met, and operational processes run smoothly across the portfolio. This is an opportunity to influence the future success of Get Living, a current portfolio of 7 Private Rented Sector (PRS) led operating assets with a further neighbourhood, "The Elephant & Castle Town Centre", due to PC imminently.

Key Relationships

Internal: Asset Directors, Finance, Real Estate, Health & Safety Team, Operations and Neighbourhood Team, ESG, Project Management.
External: External ManCos employees, residents, contractors and third-party suppliers.

Key Responsibilities & Accountabilities

General Administrative Support

• Provide day-to-day administrative support to the Facilities Management team to ensure smooth operational delivery.
• Use internal systems to manage, update, and supply current documents, certificates, and drawings to the FM team.
• Support with active maintenance jobs, including raising POs for approved contractors and facilitating works.
• Manage and maintain workflow trackers for planned, reactive, and quoted works, ensuring information is current, deadlines are monitored, and outstanding actions are followed up with contractors or internal teams.

Planned Preventative Maintenance (PPM) Administration

• Administer all PPM schedules across the portfolio (e.g., fire systems, alarm remedials, fire extinguishers, CCTV, access control).
• Oversee administration of all remedial works, ensuring timely follow-up with contractors and accurate recording of completion evidence.
• Quoted Works Administration: Coordinate the administration of quoted works, ensuring quotes are captured and passed to the appropriate person for review.
• Collate contractor proposals and prepare simple comparison summaries to support decision-making.
• Maintain relationships with suppliers, providing instructions to contractors and updates to Neighbourhood teams.
• Coordinate access arrangements, ensuring all required documentation (RAMS, permits, insurances) is in place.

Health, Safety & Compliance

• Support the management and organisation of statutory compliance documentation across the portfolio.
• Regularly review the Compliance Dashboard to identify tasks requiring re-inspection or follow-up, ensuring no statutory checks become overdue.
• Assist the Head of Facilities Management in maintaining a high level of compliance across the portfolio.

General Duties: Undertake any other reasonable duties as required by your line manager or acting line manager, aligned with the scope and nature of the role.

Qualifications

Essential

• Experience working as an administrator or coordinator in an office environment.
• Excellent organisational skills, with the ability to manage multiple tasks simultaneously.
• Strong interpersonal skills and a natural ability to engage and collaborate effectively with different teams.
• Ability to perform well under pressure.
• Strong time management skills, with the ability to prioritise a busy and varied workload.
• Good written and verbal communication skills, with the ability to communicate clearly and professionally.
• High level of attention to detail.
• Flexible, team-oriented approach with a willingness to support others.
• Good IT skills, confident in using Microsoft Outlook, Word, and Excel.

Desirable

• Experience within the property or facilities management sector.
• Strong analytical skills, with an ability to bring clarity to complex or time-pressured situations.
• Advanced Excel skills.
• Experience using CAFM or PPM systems.
• Understanding of FM processes, including compliance, planned preventative maintenance, and reactive maintenance.

Key Behaviours

• Accountability & Ownership: Takes responsibility for tasks, ensuring actions are completed accurately and on time.
• Communication & Collaboration: Works effectively with others, sharing information and supporting team goals.
• Results Orientation: Focused on achieving high standards and contributing to efficient FM operations.
• Professionalism: Demonstrates reliability, integrity, and a consistent work ethic.
• Customer Focus: Prioritises the needs of internal and external customers, ensuring a positive service experience.
• Positive, Proactive Attitude: Approaches challenges with initiative, enthusiasm, and a willingness to learn.

Get Living Values

Actively champion our company values: Respect, Integrity, Togetherness, Excellence, and Innovation.

Note - This is a summary of the main duties of this position. The Company reserves the right to require the role-holder to undertake such additional tasks or duties as may be within their capabilities and abide by all reasonable rules and instructions given by the Company.

Commitment & Inclusion

Get Living Commitment

Diversity & Inclusion

We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Health & Safety

Get Living is responsible for providing a safe and healthy environment for all employees, residents, commercial occupiers, service providers, and visitors who may be affected by its undertakings across its portfolio. We are committed to continual improvement of performance, recognition of the importance of investing in the health and welfare of our employees by providing a physical and social working environment which is conducive to maintaining a healthy, fit and highly motivated workforce. We encourage a positive health and safety culture by actively promoting occupational health and safety through the provision of information, training, instruction and supervision. Through ongoing consultation with employees, partners and suppliers everyone is enthusiastically involved in managing risk and ensuring that our sites are a safe place to live, work and visit.

ESG

Get Living is committed to leading and promoting ESG initiatives as well as identifying ways to improve sustainability goals.