Job Description

Job Title: Operations Co-ordinator

Reporting to: Operations & Facilities Manager

Salary: \xc2\xa328,000 per annum

Contracted hours: Monday to Friday 8.30am to 5.30pm

Location: East London

Our client is looking for an Operations Co-ordinator to support their Management Team. Reporting directly to the Operations & Facilities Manager, you will support a wide range of departments, including Property Management, Building Management and Engineering. This role is crucial to ensure that exceptional standards of management are maintained.

This role may, from time to time, involve providing cover for the on-site teams, namely; Property Managers, Helpdesk Co-ordinators and the Move Manager.

Responsibilities

• Provide general administrative support for the Operations Manager and the wider Management Team as required.
• Assist the Engineering Supervisor in organising and maintaining the engineering rota and placing orders for materials and stock through approved suppliers.
• Assist the Management Team in scheduling and organising various PPM across the portfolio. This will include liaising with internal and external engineers and contractors.
• Conduct various audits on critical operational functions such as the maintenance helpdesk, security deposit release and life safety compliance. To produce succinct and professional reports of such audits for the Operations Manager.
• To raise and issue work orders and purchase orders. To manage and respond to invoice queries and cross charge request. To support in any other ad-hoc financial and budgetary administrative tasks.
• To organise, manage and maintain the Building Management digital filing system, \xe2\x80\x98SharePoint\xe2\x80\x99. File service reports and various other reports in the correct locations and maintain filing consistency across the portfolio.
• To support the maintenance helpdesk as required across the portfolio. Responding to and managing reactive maintenance requests.
• To conduct various inspections in support of the Management Team. Including, but not limited to, inventories, interim property inspections and check out reports.
• Delivering consistently high levels of customer service at all times to internal and external stakeholders and residents.
• To collate all positive and negative feedback from residents in a feedback tracker. To fully manage and follow up on corrective actions as required with the Management Team until issues are resolved.
• To support the Management Team with administrative duties related to service contracts across the portfolio.
• To support the wider Team in access requests and booking maintenance appointments with residents.
• To fully manage ad-hoc (basic) facilities management projects as requested by the Operations Manager.
• Support the Project Manager with general administrative duties relating to special projects.
• To be thoroughly familiar and comply with the Company\xe2\x80\x99s Health & Safety policy and procedures and to immediately report any hazards or infringements to the Operations Manager or relevant Building Manager.
• To prepare as necessary and when required any minutes arising from meetings and distribute to the relevant personnel.
• To carry out any other reasonable duties as requested by the Operations Manager.
• To arrange meetings and maintain the Operations Manager\xe2\x80\x99s diary.

• Previous experience of working within a property environment is desirable with excellent administrative skills in a support role.
• Good computer literacy, with strong Excel skills. Yardi experience would be advantageous.
• Must have exceptional communication skills, both spoken and written. Able to liaise across varying levels of seniority with ease.
• Ability to work autonomously and manage projects/tasks through their lifecycle to completion.
• To be able to show outstanding time management and multi-tasking skills.
• An excellent eye for details is required together with excellent organisational skills.
• To be a true \xe2\x80\x98team player\xe2\x80\x99, willing to support across the business as required.
• To be able to show pro-activity, resilience, confidence, and exceptionally high levels of customer service.

• Flexible Working
• Learning and Development
• Generous pension and insurance plans
• Health benefits
• Subsidised gym membership
• store discounts
• Family leave

Abbatt Property Recruitment