We're looking for a Facilities Administrator to join the team completing the administration duties for two neighbouring luxury development blocks, based in East London.
Time: 8:30am - 5:30pm
Shift: Monday to Friday
Duties & Responsibilities
* Support the on-site Facilities Team with administrative aspects of the site.
* Report to the Facilities Manager (FM) and collaborate to ensure the smooth operation of the estate and excellent customer service to residents and tenants.
* Handle email correspondence and communication on behalf of the FM department.
* Attend and minute meetings as required.
* Maintain insurance correspondence, records, and tracker information, including liaising with residents, leaseholders, managing agents, and contractors for access arrangements.
* Liaise with the Site Team and support office as needed.
* Deputise in the absence of the Facilities Coordinator.
* Keep records of planned maintenance and servicing activities up to date.
* Provide clear reports to the Facilities Coordinator, Manager, and department, escalating issues promptly.
* Participate in maintaining the culture, policies, and high standards of Ballymore Group as part of the Residential Site Team.
Administration
* Review RAMs, issue permits to work, and log permit activities.
* Take landlord meter readings monthly.
* Assist with weekly fire alarm and AOV testing.
* Record information related to Facilities & Maintenance Service Partners, Consultants, and Suppliers.
* Provide administrative support to the Facilities Coordinator and Manager.
* Serve as the first point of contact for the on-site Facilities Team for inquiries via phone, email, and letters, responding proactively and on behalf of the team.
* Coordinate access for planned works and reactive repairs, ensuring proper documentation and follow-up.
* Draft communications for residents and tenants regarding works and disruptions.
* Maintain efficient filing systems, trackers, and diary management.
Health, Safety, Welfare & Compliance
* Adhere to the Site’s Emergency Action Plan.
* Report and record accidents and incidents following procedures.
* Understand and promote health, safety, and compliance activities per BAML policies.
* Attend safety meetings and toolbox talks.
* Review and update Standard Operating Procedures related to facilities management.
* Conduct regular inspections and safety audits, addressing findings.
* Record utility meter readings and report data to the Facilities department.
* Operate the on-site BMS system and provide feedback as needed.
General
* Provide regular reports to the Facilities Manager and department.
* Stay informed about new legislation and industry best practices.
* Coordinate with colleagues and report on standards of facilities management.
Skills, Experience & Qualifications
* Working towards or holding a NEBOSH or IOSH Health & Safety qualification.
* Proficient in Outlook, Word, Excel, and PowerPoint.
* Excellent communication skills, both verbal and written.
* Strong organizational skills.
* Friendly, reliable team player.
* Ability to multitask and work under pressure.
* Minimum of 1 year experience in facilities or estate management (Essential).
* Experience managing external suppliers, contractors, and consultants (Desirable).
* Familiarity with facilities documentation such as O&M manuals, drawings, reports, compliance certificates, and PPM planners (Desirable).
* Professional presentation of written communication, with attention to grammar and formatting.
* Problem-solving skills to ensure smooth department operations.
*Ballymore operates as an equal opportunities employer.
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