Facilities Co-ordinator

To act pro-actively, assisting the management team across the function as required whilst meeting the high standards and specification set by the company.

Facilities Co-Ordinator duties, including answering telephone calls to take messages and prompt attention to answering enquires in support of the management team and colleagues of all levels. Taking pride in your job, delivering excellent customer service to visitors, tenants and colleagues.

Main Duties:

• Provide quality support to the office and admin function


• Supporting the team with other ad hoc duties as required


• Answering calls and dealing appropriately and in a welcoming and professional manner


• Adherence to strict levels of confidentiality in respect of tenants and customers


• Maintain positive working relationships with all tenants


• Maintain overall control of office and admin function, including petty cash, ordering stationary and supplies


• Updating and maintaining the shared drive


• To undertake other miscellaneous duties relating to general service, as requested by management


• Ensure appropriate risk assessments are being adhered to by site staff as appropriate


Reports and Administration:

• Update monthly useful information and general contact lists - tenants, call out list, useful contracts and distribute


• Maintain energy charts through the monthly energy readings and comparing all monthly energy readings against invoice (where possible)


• Record all accidents and incidents and notify insurance brokers


• Ensure that all tenant files are maintained and kept up to date


• Collate and manage the associated paperwork with tenant handovers - utilities, rates, insurance notification on the date of handover


• Control and reconcile the centres petty cash supply, liaising with accounts payable team


• Management of incoming and outgoing post daily


• Log and manage all dates into the calendar for the rates mitigation scheme as instructed


• Complete archiving process of paperwork and invoices on a regular basis as required


• Produce new licences and QUBE forms as required


• Diarise and complete renewals as required in conjunction with the management team


• Place uniform orders for staff and check/distribute uniforms accordingly on arrival


• Issue work permits to contractors that arrive on site as approved by the management team


• To maintain appropriate record and filing systems


Income, Invoices and Banking:

• Support Centre Manager and elected commercialisation agent with mall income generation


• Balance the office safe monthly


• Calculate invoice splits and check invoices against the PO system


• Resolve invoicing queries and billing issues


Tenant Liaison:

• Advise management of any complaints and support process of dealing with them liaising with tenants and customers to handle their queries and concerns


• Assist in Tenant liaison/potential viewings in the absence of management


• Manage charity calendar and update commercial agent of bookings to avoid conflict


• Assist with letter drafting for tenants that require formal notification for H&S matters


• Support with chasing rents when instructed from Praxis HQ


• Collate tenant trading data for the management report


• Produce and deliver memos to tenants as and when required


• Print out and collate new tenant handover packs when a new tenant is due to take a new unit in the scheme


Customer Services:

• Professionally deal with and re-route all telephone calls from tenants, customers, contractors etc. that come into the centre during office hours. Prevent cold calls progressing to management wherever possible


• Review and check the centre voicemail system daily and ensure all messages received out of hours are dealt with accordingly


• Act as the first port of call for face to face customer/contractor/tenant queries that come into the management offices


• Issue work permits to contractors that arrive on site as approved by the management team


• Raise jobs with contractors from time to time as requested


• Produce/laminate any ad hoc posters/signs that may be required in and around the scheme


Management Reports:

• Collate/chase and then input various commissions from commercialisation including mall commercialisation


• Manage templates for management reports for future months and insert historical data from previous years for comparison purposes


• Assist in the formatting and editing of the draft version of management report
  
  To be able to communicate with customers, colleagues and visitors fluently in English


• To have a working knowledge of own Health and Safety responsibilities


• Competent in using Microsoft office packages, able to efficiently maintain filing systems and use specialist software programmes


• To have a working knowledge of own Health and Safety responsibilities, including Manual Handling, Display Screen Equipment


• Observant and able to complete accurate reports


• NVQ 2 or above in related Business Administration qualification or equivalent experience


• Working knowledge of entrepreneurial, fast paced, flexible retail/office environment


• IOSH Qualification


Personal Qualities:

• To have pride in your job and personal appearance


• Friendly, approachable and creating a good impression


• Able to use own initiative and solve problems


• Able to manage own time and prioritise work


• Team player with the ability to work effectively supporting colleagues at all levels within a high performance team


• Flexible and willing to work, extra shifts