The BNS Property Service team provides a range of services that encompasses the industry and legislative requirements that best enhance property values. BNS offers an extensive spectrum of specialist FM services, focusing on the procurement and management of premises support services, proactive and reactionary maintenance, and Facility Management Consultancy.
Your role as Property Services Coordinator will be to carry out day-to-day administrative tasks required to support a variety of departments within the Property Service operation, including diary management, maintaining accurate records and reports on a variety of systems, materials ordering, and raising invoices.
The Property Services Coordinator will be the contact for internal and external clients and as such must demonstrate strong communication skills with a high level of customer service within a fast-paced challenging environment.
Ideally, you will have previous administrative and customer service experience, preferably within property services, along with good IT skills, familiarity with CAFM or CRM Systems, and a strong work ethic. You will be able to work on your own initiative and as part of the team.
The role will include:
* Managing the Property Services Helpdesk supporting the Onsite Operation, through all methods of communication, ensuring that all enquiries are responded to within the agreed SLA’s and all communication with clients and suppliers are professional.
* Raising and updating jobs on our dedicated CAFM system relating to planned and reactive work and maintaining work trackers with accurate information.
* Scheduling of planned and reactive works across various departments, ensuring that diary appointments are booked to maximise efficiency.
* Liaising with a range of stakeholders, in particular, colleagues, clients, contractors, landlords, and residents to ensure that works are coordinated and completed within the specified time frame.
* Updating third-party online portals in accordance with agreed client processes.
* Preparation of invoices in a timely manner ready to be reviewed and authorised.
* Ordering of materials and company equipment and carrying out the associated administrative tasks.
* Fleet Vehicle Administration including, but not limited to, MOT and service scheduling, updating Tax records, and vehicle check spreadsheets.
* Managing and maintaining company asset logs, ensuring all equipment is distributed and accounted for.
* Ensuring that all necessary documentation (certificates, reports, photos, etc.) are provided by suppliers in a timely fashion and are recorded through online systems.
* Carrying out general administrative duties for the Property Services departments including, but not limited to, minute taking, updating internal spreadsheets, and diary planning.
* Participating in answering out-of-hours emergency calls on a rota basis, arranging the dispatch of operatives to carry out emergency works.
* Any other tasks that are commensurate with this role.
Report to:
You will report directly to the Property Services Administration Manager.
Experience, Knowledge & Skills:
A successful candidate will bring a high level of customer service and strong communication skills whilst having a keen eye for detail, and the ability to multitask in a fast-paced environment.
The role will support the Property Service department in line with all quality, health and safety, environmental, and company procedures related to general legislation, client, and tenant requirements.
* At least two years of administrative experience
* Excellent IT skills – Word, Excel, Outlook, and bespoke packages
* High level of communication and inter-personal skills both written and spoken
* A methodical approach with attention to detail
* Self-motivated and passionate about working as part of a team
* Confident and diplomatic
* You’ll be proactive, receptive, and adaptable to change whilst being diligent and providing ideas to encourage growth and efficiencies
Working Hours:
Monday to Friday 08:00 to 16:00 or 09:00 to 17:00
Ready to find out more? Join BNS and be part of a team that values your talent.
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