Facilities Co-ordinator

Job Description

Praxis Facilities Management, a fast growing and forward-thinking Facilities Management company, are currently seeking an experienced Facilities Co-ordinator to support the management of one of our properties, Castle Dene Shopping Centre in Peterlee.

The role is pivotal to the success of the Centre Management operation. The FC will need to ensure that there is close liaison between all on-site parties, including security, maintenance and cleaning personnel. The role has a variety of tasks and these can be broken down into the following areas, although other duties may be necessary from time to time.

To take pride in your job delivering excellent customer service to visitors, tenants and colleagues.

Working hours: 8:30am-17:30pm Flexible 40hours per week

Salary: £24,000 - £27,000

Main Duties:

• Deliver excellent customer service to customers, colleagues and visitors to the centre, always whilst patrolling the Centre.
• To take responsibility for your own and others health and safety, to carry out your role safely and to health, safety and security legislation and guidelines.
• Deputise in the absence of the Centre Manager as appropriate
• Take ownership for the standards around the centre
• Support the facilities team to achieve their goals as well as your own.

Centre Administration

• Deal with all ad hoc general enquiries and help build the relationship between tenants, contractors and centre management.
• Involved with Rates Mitigation scheme in liaison with Cluttons and Durham County Council
• Collate and organise EPC and Asbestos reports needed for incoming tenants/ renewal leases/common areas and other areas required as and when
• Creating accounts and reports for all member of staff on the clock rite system and guard tour making amends and adding new starters
• To undertake the production of reports, letters, emails, memos etc, as requested from Centre Management.
• Update records when tenants depart or when new tenants take up occupation.
• Input monthly meter reads received from maintenance
• Monthly staff board update for well ness- encourage team participation

Finance

• To ensure accurate records of invoices. These invoices are to be logged on to the accounts system before filing
• In liaison with the Centre Manager, to ensure that all additional non rental income is recorded in an accurate fashion and subsequently reported to the client and managing agents as and when requested.
• Utilities liaison with contractors, reading meters, supplying reads to head office, utility liaison with exchanging meters
• Ordering centre cleaning equipment and consumables. Taking a monthly stocktake to review usage and stock levels with the team
• To oversee the petty cash – adding receipts to excel and sending to Centre manager for review

Operations administration

• Booking training courses for the Team i.e. cherry picker, roof safety, CCTV
• Coordinating/supporting eLearning courses with the team via the PC
• Booking services for all M&E and other equipment, PAT testing and Legionella including diarising and logging the pre and post service visit- reporting any faults and findings
• Audit check sheets, compliance records and certificates are all in date and filed within the Praxis operation and loaded onto Ligtas for Castledene and Blaydon.
• Ligtas portal reviewing, scheduling services, due dates for tasks, scan in and save certification documents and contractor control system.
• Tenant compliance works i.e. 5 yr. hard wire tests certificates, duct cleaning, waste transfer notes, collect and chase reports- adding to excel.
• Support Centre Manager in issuing work permits, handing out of keys to contractors etc.
• Review of RAMS from tenants and contractors.
• Assist Operations in the smooth running of the waste disposal, storage and refuge of the centre.
• Keep contractors schedule of visits up to date and change them if they have not attended during the specified time.
• Involvement with key management system.
• Ensure adequate paperwork is ready for team to use.
• Collect overtime sheets, cross checked and passed to centre manager

Incidents / Accident Reporting

• Information to be passed to Insurance Brokers. All incidents to be recorded in the Accident Book. RIDDOR Forms to be issued where applicable.
• To be trained and take part in the Centre Evacuation exercises.
• To take part in the weekly fire alarm tests.

Requirements, Skills and Qualifications

• Working as part of a diverse team and supporting each other to achieve results.
• To be able to communicate with customers, colleagues and visitors fluently in English.
• To have a working knowledge of own Health and Safety responsibilities, including Manual Handling and COSHH.
• To have attention to detail and competent in Microsoft offices packages to intermediate level.
• Preferable to hold a current IOSH certification or above with experience managing health and safety.

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.
• Flexible and willing to work extra shifts.
• To strengthen the team morale and support within the team.

Job Type: Full-time

Salary: £25,000.00-£27,000.00 per year

Benefits:

• Company pension
• Free parking

Ability to commute/relocate:

• Peterlee, SR8 1AL: reliably commute or plan to relocate before starting work (required)

Experience:

• Facilities management: 2 years (required)

Work Location: In person