Property and Facilities Coordinator

Overview

Gateway PM is a property and facilities management business based with dual locations of Leeds and Birmingham. We have a wide range of clients, including private landlords, investors, high street retailers and logistics companies.

Due to exciting growth across the business, we have a role for a Property and Facilities Administrator. Working closely with the Facilities Management (FM) and Property Management (PM) teams you will play a pivotal role within the business combining organisational and people skills to control all aspects of property administration and operational excellence.

The role will best suit someone with current FM or PM experience who wants to strengthen these skills and develop their career. We offer excellent progression and formal qualifications either in FM, along the health and safety route or RICS professional standard.

Responsibilities

Administration

• Ensure confidentiality of client, FM/PM staff information
• Diary management for team members
• Maintain electronic and hard copy filing systems, archiving when relevant
• Record and monitor holiday and sickness
• Receive and dispatch post
• Maintain company risk system and liaise with suppliers to ensure compliance
• Send communications to suppliers and tenants in respect to requirements under contract / lease
• Update tenant notes in CAFM (Computer Aided Facilities Management) system
• Update the PM software with lease events, update rent/service charge information and ensure accurate data is available at all times

Health and Safety

• Lead and develop a strong H&S culture within the business, ensuring accurate communications of company policies, updating where relevant
• Arrange training for the FM and PM team, monitoring, and updating records and files
• Assist with undertaking property inspections locally and recording actions
• Keep up to date with changes in legislation, amending policies under the direction of the Director
• Ensure H&S system is accurate, and all certification is up to date across the portfolio
• Identify areas for improvement and expansion across the business to achieve a best-in-class service and strengthen a H&S culture amongst staff, suppliers and third parties

Reporting

• Provide regular reports to the line manager on all aspects of business performance, existing risks and viable, robust solutions
• Ensure the collection of accurate and relevant data relating to performance of contractors and provision of analysis as and when required
• Provide regular business case proposals for CAPEX works or service chargeable projects
• Undertake regular helpdesk reports and ensure the data held is accurate
• Run variance reports from Gateway PM finance systems and assist with regular client report formatting and function
• Maintain accurate billing data and ensure all fees are recovered
• Raise ad-hoc and project fee invoices
• Act as first point of contact for any invoicing issues relating to fees and chase clients for swift payment as required
• Raise Purchase Orders for ad-hoc and contracted services
• Locate local suppliers suitable for services performed in line with sustainability policies
• Undertake vetting to supply chain and ensure all insurances, policies and supplier information is retained, accurate and updated regularly
• Manage timescales, KPIs and report on supplier performance
• Plan ad-hoc and contracted works; ensuring compliance is achieved and timely receipt of the documentation

Person Specification

• Experience working in a fast-paced environment, working to deadlines and using own initiative to overcome challenges and problem solving
• Previous FM/PM experience is required for the role
• Conversant with Customer Service Initiatives
• Articulate and excellent written and verbal communicator
• Practically minded
• Excellent IT skills (Good working knowledge of Microsoft Packages)
• Ability to work in a small and busy office but equally happy to work on own

Desirable but not essential requirements for the role

• RICS or working towards a professional qualification
• Knowledge of supply chains and M&E
• Keen for progression as the role offers opportunities for the right candidate

What we offer

• Salary depending on experience between £29,000 and £33,000 per annum
• 25 days annual leave