Facilities Administrator

Facilities Administrator - Permanent, West Silvertown

Hours: 40 per week, 08.30am - 17.30pm Monday to Friday

Duties & Responsibilities

1. Support the on-site Facilities Team with administrative aspects of the Resort.
2. Lead on management of office key tracker, ensuring all keys are logged out, signed for, and returned.
3. Manage signing in of all visitors and contractors, liaising with FM team to ensure consent to carry out works has been given before issuing access keys/fobs.
4. Report to the Facilities Manager (FM) and work with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
5. Handle email correspondence & communication on behalf of FM department on site.
6. Maintain insurance correspondence, records & tracker information at all times, including communicating with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair.
7. Deputize in absence of Facilities Coordinator.
8. Ensure all records of planned maintenance and servicing activities are kept up to date.

Administration

1. Record relevant accurate information on all Service Partners, Consultants, and Suppliers relating to Facilities & Maintenance.
2. Arrange and book service visits for apartments, ensuring adequate target numbers are achieved, liaising with owners, agents, and tenants to arrange access to the properties.
3. Be the first point of contact for the on-site Facilities Team in relation to all telephone enquiries, emails, and letters. Proactively deal with correspondence and reply on behalf of the Facilities Team.
4. Draft communication to residents, Resort Team, and commercial units for planned works, unplanned disruptions, loss of services, or planned/unplanned isolations of services.
5. Perform general administrative duties such as maintaining efficient electronic and paper filing systems, trackers, and diary management.
6. Arrange access for any planned essential works such as Planned Preventative Maintenance works, HIU, FCU Servicing, apartment fire inspection, and reactive and emergency works.
7. Assist Facilities Coordinator in dealing with any reactive works raised as out-of-hour call-outs and contact the Service Partners to ensure all site reports are signed and followed up accordingly.
8. Promptly escalate matters to the Facilities Coordinator or Facilities Manager for advice, support, and instruction as required.

Health, Safety, Welfare & Compliance

1. Understand and adhere to the Resort's Emergency Action Plan in the event of an emergency situation.
2. Report and record any accidents in the accident book and ensure that Accident, Incident, and Near Miss Reporting Procedure is followed locally.
3. Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Coordinator or Facilities Manager.

Skills & Experience

1. Excellent computer skills, proficient in Outlook, Word, Excel, and PowerPoint.
2. Good communication skills (including telephone manner) with the ability to deliver clear and concise information both verbally and in writing.
3. Experience in the management of external suppliers, contractors, and consultants covering a range of services (Desirable).
4. Familiarity with facilities documentation including O&M manuals, drawings, engineer reports, compliance certificates, and PPM planners (Desirable).
5. Ensure problems that arise are dealt with and solutions are found to ensure the smooth running of the department.

We operate as an equal opportunities employer.