Estates Coordinator - Carnaby - 6 months FTC

Salary Not Specified

CBRE, Inc., City of Westminster

Full time
Temporary
Onsite working

Posted today, 18 Sep | Get your application in now to be one of the first to apply.

Closing date: Closing date not specified

job Ref: c36937dbf7af4b748f2f568f048397d1

CBRE, Inc.

Full Job Description

Provide professional support to the Carnaby and Soho Estate. Provide customer service on facilities management issues raised. Troubleshoot problems and advise on the appropriate action.

The properties to be managed are in the West End of London. As with any multi-site role properties and geographical area do change to suit the ebb and flow of company and client requirements.,

To monitor all activities relating to the site(s), reporting and taking action as appropriate.

To comply with Health and Safety on site, maintaining records, using the Meridian system, and involvement with contractor management as appropriate.

Complete all monthly and quarterly property inspections, uploading documentation to Meridian and following up any actions.

To conduct meter readings within all required buildings.

To respond to requests for maintenance / technical assistance in person, via telephone and electronically.

To research questions and solutions using available information resources, advising the Building Manager/SFM the appropriate actions.

To identify and escalate situations requiring urgent attention.

Route issues and requests to the correct resource, track progress and document resolutions

To liaise with tenants and deal with any operational queries they might have.

To manage work programmes on site in conjunction with the EM, acting as the liaison point for all parties involved.

To manage the P2P (Purchase to Pay) system, coding and paying all invoices

Manage the payment of utility bills, change of tenancy to ensure all bills are paid on actual reads rather than estimates, in line with client requirements.

Notify insurers of any insurance claims, collate information required and monitor claim status to completion

Monitor tenant Food Hygiene ratings and implement measures to help with improvement where possible, with the guidance of the H&S Exec

Manage tenant provision for adequate grease traps, including any new tenants who take occupation, with the guidance of the H&S Exec

Write to tenants regarding shop front inspections, housekeeping etc as required.

Prepare activity reports and provide statistical data to the Building Manager to inform operational strategy.

Manage the tenant communications platform Chainels.

Management of the site office at 16 Kingly St

Any other duties as directed by your Line Manager.

Based in the site office five days per week., Understand how the industry and stakeholders function, and the range of services available to clients

Constantly updating knowledge of legislation relating to property management

Develop an understanding of how to build and maintain client, supplier and customer relationships

Understanding of key issues to be noted on property inspections

Understand and use industry/specific IT applications

Understand the principles of service charges

Understand the principles of contract law

Understand how property is constructed and how plant works; working knowledge of fundamental building operations, relevant hard and soft services knowledge

Know and be able to apply legislation and policies relating to Health and Safety

Know and be able to apply legislation and policies relating to Environmental protection

Understand insurance relating to buildings and the FSA regulations

Understand and apply all procedures relating to work activities

Contributes to team business plan/strategy

Able to plan and manage own workload

Able to work as part of a team, supporting colleagues

Able to use IT software such as Word, Excel, and databases

Oriented towards providing excellence in customer services

Can demonstrate adaptability and attention to detail, with strong problem analysis and problem-solving skills

Willing to learn and expand the processes of the helpdesk function as the role progresses

Be able to communicate effectively verbally and in writing

When you join CBRE you will have the support and resources of a global firm where an entrepreneurial mind-set is encouraged. You'll realize your potential with challenging work, fast-paced assignments, an environment of constant learning and commitment to results. To enable your success, we provide the best tools, training and leaders in the industry.