Operations Coordinator

Key Responsibilities

People

• Maintain positive working relationships with occupier contacts and external stakeholders ensuring a professional approach is always taken.
• Supervise the in-house team and contracted service providers to ensure a customer focused service is consistently provided to the occupiers through forward planning and good communication with all stakeholders.
• Maintain positive working relationships with all members of the property management team and contracted staff to achieve a collaborative approach in the day to day operations of the property.
• Ensure any communication received regarding the property services is dealt with in a timely and efficient manner.
• To carry out any other reasonable duties as requested from time to time by the Management team.
• Ensure that a high standard of administration is delivered in support of operations in the property.

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Financial

• Maintain proper records of expenditure and spending commitments, using appropriate technology provided.
• Support the service charge management processes, actively participating in the regular review of expenditure against forecasts, managing queries and providing written budgetary reports where instructed.
• Check and sign contractor invoices, making sure that works are complete to an acceptable standard and ensure invoices are processed in a timely manner.
• Assist in the tender and collation processes of service contracts.

Systems and process

• Support the management of soft service contracts including but not limited to cleaning, security, reception, landscaping, pest control and waste management services.
• Carry out regular inspections of the landlord services to ensure standards are being maintained by the wider team, reporting deficiencies observed and working with the wider team to address these.
• Manage small repairs and projects to ensure they are planned, coordinated, supervised and completed in a timely manner and to the agreed budget.
• Ensure the presentation of the property and front of house services are always of the highest order. Actively audit and make recommendations for continual improvement.
• Take a lead role in maintaining an online statutory compliance reporting system, coordinate upcoming inspections and the logistics of each visit in a timely manner.
• Maintain clear records of actions arising from statutory inspections and audits, record works undertaken to address these using the online compliance system. Provide regular reports on statutory compliance.
• Work closely with the General Manager to coordinate training course bookings for all members of the team and communicate course details to delegates. Maintain an online training compliance system.
• Coordinate disruptive task communications ensuring occupiers receive clear, concise and timely notifications.
• Actively participate in the planning, implementation, monitoring and reporting of sustainability and corporate social responsibility initiatives.
• Actively support the corporate and marketing events for the property.

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Health & Safety

• To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at works.
• To co-operate with the company so far as is always necessary to enable the company to comply fully and with its legal duties regarding health, safety and welfare matters.
• Never to interfere with or misuse anything provided in the interest of health, safety and welfare.
• To familiarise yourself with the company’s Health and Safety Policy and to comply fully always with the company’s health, safety, welfare and fire arrangements.
• To report immediately all accidents involving injuries and illness verbally to your immediate superior and a First Aider and make or have made on your behalf, an entry in the company’s Accident Book.

About You

• Effective communication skills, both verbal and written.
• Professional, presentable, articulate and confident with an ability to demonstrate well developed interpersonal skills.
• Time management and organisational skills, capable of monitoring multiple open tasks at any one time.
• Able to use initiative and make decisions as required.
• Good attention to detail.
• Pro-active and positive “can do” approach.

Please send your CV or any enquiries to cv@maxwellstephens.com