DESIGNATION:
Estate Services Coordinator (Northern Trust Company Limited), covering Scotland and based at Earls Court, Grangemouth
RESPONSIBLE TO:
Regional Property Manager (RPM)
SUPERVISORY RESPONSIBILITY FOR:
N/A
LIAISON WITH:
1. Scotland Office Team Members
2. External Contractors, Consultants, Suppliers & Tenants
3. Credit Control Team
4. Head office
PURPOSE OF JOB:
To support the Regional Property Manager (RPM) in providing maintenance and building surveying services in relation to designated assets on behalf of Northern Trust Company Limited. To ensure all assets are well presented and maintained, prior to occupation, assisting with dilapidations, lease compliance and negotiating contracts for property related services. The candidate will also be responsible for assisting with health and safety issues, statutory compliance and contract administration for these assets.
JOB ACTIVITIES TO INCLUDE:
1. Assist with procuring and monitoring building services and maintenance contracts to obtain best value and service – e.g. Landscape maintenance, cleaning, lift maintenance / repairs, etc.
2. Undertake and record annual health and safety assessments of all assets. Implement any remedial action required. Liaise with the tenants as appropriate.
3. Assist with actioning issues arising from the health and safety surveys and ensuring statutory compliance.
4. Review monthly reports received in respect of legionella, alarm testing etc. Assist with implementing action plans in respect of issues identified.
5. Monitor contractors in respect of Health and Safety, particularly, those deemed to be undertaking high risk activities. Ensuring the correct CDM procedures are being followed and dealing with the resolution of any non-compliances or other issues that are discovered.
6. Assist with determining the condition of existing buildings, identify and analyse defects, producing proposals for repair.
7. Assist with the management and supervision of maintenance of buildings.
8. Deal with reactive maintenance calls received having regard to landlord / tenant obligations.
9. Assist with obtaining costs for proposed works, assist with the production of tender documents, liaising with contractors and monitor contractor performance.
10. Assist with the preparation of 5 year planned maintenance programmes and planned maintenance schedules with associated costings.
11. Deal with day-to-day repair and estate management issues, including possible breach of tenant covenants, receipt of termination notices, etc.
12. Ensure compliance with all current legislation, regulations and codes of practice, to include but not limited to CDM, Control of Asbestos Regulations 2012, ACOP L8 - Control of Legionella, etc.
13. To take meter readings on a monthly basis for vacant properties, sub-metered properties and Landlord meters and to provide information to head office as requested.
14. Carry out fire/flood/impact or other damage inspections to the assets following an insurance event. Complete insurance report, assist with arranging for remedial works or dealing with loss adjusters as applicable.
15. To assist the RPM in preparing the monthly reporting documentation to Northern Trust.
16. To undertake and record regular site inspections (minimum monthly) and arrange for any appropriate remedial works. To check and record on a regular basis the condition of any vacant units (minimum monthly).
17. To identify and report to the RPM all maintenance issues, health and safety hazards or other items requiring action as appropriate.
18. Liaise closely with other members of the team to share information and assist in resolving issues.
19. Any other tasks or duties as reasonably required.
OVERVIEW:
The Estate Services Coordinator is responsible for performing an asset management function for Northern Trust Company Limited’s commercial portfolio which currently extends to 9 million sq. ft. of industrial, trade counter and office parks located across the Midlands, North East, North West, Yorkshire and Scotland. Northern Trust Company Limited require a full time Estates Services Coordinator to be based at their Grangemouth office to cover the whole of the Scottish portfolio, encompassing assets primarily located in the Central Belt. The Scottish portfolio currently extends to over 560,000 sq. ft. spread over 14 estates comprising of 145 units.
Reporting to the Regional Property Manager, the candidate will be responsible for assisting with maintenance and building management duties with a particular emphasis on planned and reactive maintenance, health and safety and assisting with the contract administration for designated assets.
The ideal candidate will have an interest in building construction and identification of defects, be confident in dealing with and building relationships with external contractors and tenants. You will be responsible for supporting the management and supervision of maintenance across our estates and buildings; assisting with monitoring external contractor works and performance; arranging, overseeing and delivering on all reactive and planned maintenance works / projects; assist with monitoring costs and service contracts; completion of regular property / health & safety inspections; taking meter readings on a monthly basis for sub-metered and vacant properties; assist with ensuring compliance with all current legislation and health and safety requirements as well as any general administrative duties associated with the role. There are elements of this role that require working outdoors in all weather conditions, year-round, as the position is not solely office based.
Whilst a knowledge of commercial industrial property, health and safety and managing works/contractors would be advantageous, it is not essential, as we seek an individual with the right personal skills to add value to this role and are also open to applications from candidates who may be looking for a career change. It is essential the individual is an excellent communicator who can deal with occupiers and contractors in a courteous, professional manner, is IT literate and can work as part of a team along with a ‘can-do’ attitude.
Job Types: Full-time, Permanent
Pay: £25,000.00-£28,000.00 per year
Benefits:
* Company car
* Company pension
* On-site parking
Schedule:
* Monday to Friday
* No weekends
Experience:
* Property Management: 1 year (preferred)
* Customer service: 1 year (preferred)
Licence/Certification:
* Driving Licence (required)
Work Location: In person
Application deadline: 15/11/2024
Reference ID: Estate Services Coordinator (NT)
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