Job Responsibilities
* Support the on-site Facilities Team with administrative aspects of the Estate.
* Lead on management of office key tracker, ensuring all keys are logged out, signed for, and returned.
* Manage signing in of all visitors and contractors, liaising with FM team to ensure consent to carry out works has been given before issuing access keys/fobs.
* Report to the Facilities Manager (FM) and work with them to ensure the smooth running of the estate and delivery of excellent customer service to residents and commercial tenants.
* Handle e-mail correspondence & communication on behalf of FM department on site.
* Attend & minute meetings as required.
* Maintain insurance correspondence, records & tracker information, including communication with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair.
* Liaise with the Estate Team & the support office as required.
* Deputise in absence of Facilities Coordinator.
* Ensure all records of planned maintenance and servicing activities are kept up to date.
* Maintain clear reporting to the Facilities Coordinator, Facilities Manager & Facilities department, ensuring visibility of local infrastructure status and escalating issues as required.
* Be part of the Residential Estate Team maintaining the culture, policies, and company rules, ensuring the highest quality management is provided on behalf of Ballymore Group.
Administration
* Record relevant and accurate information on all Service Partners, Consultants, and Suppliers related to Facilities & Maintenance.
* Arrange and book service visits for apartments, liaising with owners, agents, and tenants for property access. Ensure contractors have daily confirmation of which apartments to attend, collating reports and maintaining up-to-date excel spreadsheets and records as servicing is completed.
* Provide administrative support to Facilities Coordinator and Facilities Manager.
* Act as the first point of contact for the on-site Facilities Team regarding all telephone inquiries, emails, and letters. Proactively handle correspondence and reply on behalf of the Facilities Team when appropriate.
* Draft communication to residents, Estate Team, and commercial units for planned works, unplanned disruptions, and loss of services.
* Perform general administrative duties, including maintaining efficient electronic and paper filing systems, trackers, and diary management.
* Arrange access for planned essential works such as Planned Preventative Maintenance, HIU, FCU Servicing, apartment fire inspections, and reactive emergency works.
* Manage and oversee the insurance claim process with internal support, liaising with affected parties and facilitating remedial works.
* Assist Facilities Coordinator with reactive works raised as out-of-hour callouts, contacting Service Partners to ensure all site reports are signed and followed up accordingly.
* Promptly escalate matters to the Facilities Coordinator or Facilities Manager for advice, support, and instruction as required.
Health, Safety, Welfare & Compliance
* Understand and adhere to the Estate’s Emergency Action Plan in emergencies.
* Report and record any accidents in the accident book and ensure compliance with the Accident, Incident and Near Miss Reporting Procedure.
* Understand health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy.
* Conduct regular inspections and H&S audits across the estate and action findings accordingly.
* Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis.
* Be familiar with the operation of the on-site BMS system and provide feedback to the Facilities Manager & Facilities department as required.
General
* Provide regular reports to the Facilities Manager & Facilities department as required.
* Liaise with colleagues and report to Facilities Manager on matters relating to facilities management standards.
Skills, Experience & Qualifications
* Excellent computer skills, proficient in Outlook, Word, Excel, and PowerPoint.
* Good communication skills (including telephone manner) with the ability to deliver clear and concise information both verbally and in writing.
* Good organizational skills.
* Team player who is friendly and reliable.
* Ability to multitask and work under pressure.
* Experience in managing external suppliers, contractors, and consultants (Desirable).
* Experience in overseeing residential insurance claims (Desirable).
* Familiarity with facilities documentation including O&M manuals, drawings, engineer reports, compliance certificates, and PPM planners (Desirable).
*Ballymore operates as an equal opportunities employer.
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