Job Description

Overview

When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you\xe2\x80\x99ll be a part of shaping our future in the years to come.

Helix - A Hines Company

In February 2022, Helix was acquired by Hines marking an exciting new chapter to further propel our property management offering in the UK and customer centric approach. Helix has a long-standing relationship with Hines over the past ten years, with Helix providing property management services across the majority of properties in the Hines UK portfolio including: 20 Old Bailey, 7 Soho Square and Atlas House in London, alongside all of the Hines European Core Fund, Hines European Value Fund and Hines Global Income Trust assets.

Helix continues to deliver an above market service to its existing client base, operating from its central London office. Helix manages all commercial asset types nationwide, but with a focus on prime central London offices, accounting for 70% of their portfolio. Operating under one roof the surveying, facilities management and finance functions work closely and collaboratively together. Everyone works in an open plan environment which cultivates a relaxed and fun working atmosphere, openness with colleagues at every level and in close proximity to the Hines offices.

Helix has a long-standing relationship with Hines over the past ten years, with Helix providing property management services across the majority of properties in the Hines UK portfolio. Hines also operates the Hines European Core Fund, Hines European Value Fund and Hines Global Income Trust assets.

Responsibilities

As the Facilities Coordinator - Helix with Hines, you will perform administrative and office support activities. Duties may include dealing with telephone calls, contractor liaison, word processing, creating / updating spreadsheets and presentations, data entry, site audits and filing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. This individual will support the Facilities Management team. Responsibilities include, but are not limited to:

• Supports the Facilities Management team in various administrative duties, including facility and general maintenance services
• Protect the interests of the client / Helix Property Advisors as their representative, and conduct any facilities/building related business in a professional and business-like manner at all times
• Updating and management of the RiskWise and SafeContractor system
• Auditing of site logbooks and management
• Develop and maintain a filing system, and the Helix log books
• Answer and direct phone calls assisting with helpdesk jobs
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence
• Book travel arrangements
• Submit expense reports
• Assist the Facilities Managers where required to type up service charge budgets or obtain relevant information
• Ensure contractor H&S contractor information remains up to date
• With approval of the FM/Property & Asset Manager, instruct contractors responsible for Planned Preventative Maintenance work, ensuring work is within budget and completed on time.
• Ensure that all work carried out is in accordance with current Health & Safety at Work legislation and issue Permit(s) to Work where needed.
• Arrange any appropriate training courses in consultation with the Director of Facilities Management.
• Field calls which arise from whatever source in respect of the daily operation of a property.
• To assist with running reports as required.
• Ensure you are fully conversant with Helix, Safety, Health & Environmental (SHE) policies and any operational procedures made under these relevant to their role. That they will meet the responsibilities specified within this documentation as it relates to them.
• Responsible for the care of the H&S of yourself and of other persons who may be affected by your acts or omissions at work.
• Represent Helix, so far as is necessary to enable the Company to comply fully at all times with its legal duties regarding health, safety, compliance and welfare matters.
• Report all accidents involving injuries and illness verbally to your immediate superior and if applicable a First Aider, and record the incident in accordance with the Company\xe2\x80\x99s health and safety policy.
• Inform the FM/Property & Asset Manager immediately of any work situation which you reasonably consider to represent a serious and immediate danger to any person, compromising Health & Safety, or represents a shortcoming in Helix\xe2\x80\x99s Management arrangements for health and safety.
• Never to perform work you are not qualified to do or have not been properly trained for.
• Seek medical treatment for all injuries you sustain (no matter how slight they appear).
• If required, to co-operate fully and promptly with any accident investigation
• As requested, any other duties necessary in the interest of the smooth and efficient running of the buildings.
• Ensure all duties and responsibilities are executed to the industry\xe2\x80\x99s \xe2\x80\x98Best Practice Standards\xe2\x80\x99 and best practice at all times.

Qualifications

Minimum Requirements include:

• Strong communication skills, both verbal and written
• Good numerical skills including computer literacy (Excel, Word, MS Outlook)
• Ability to work alone or as part of a team
• High level of organisational and administrative skills
• Able to use initiative and take responsibility
• Attention to detail and problem solving skills
• Team player
• Ability to work under pressure
• Health & Safety general knowledge
• Experience with S2 Riskwise portable desirable

Closing

Posting Summary:

The Facilities Coordinator performs administrative and office support activities. Duties may include dealing with telephone calls, contractor liaison, word processing, creating / updating spreadsheets and presentations, data entry, site audits and filing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. This individual will support the Facilities Management team.

Hines