Operations Coordinator

Our client are a hugely successful property and real estate company who are now seeking to recruit an Operations Coordinator to support the effective management of all aspects of the day-to-day operations to deliver a best in class service to the occupiers and visitors of the property.

Main Responsibilities:

People:

• Maintain positive working relationships with occupier contacts ensuring a professional approach is always taken.
• Assist in the supervision of 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.

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, mail room, 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 management 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.

 

Essential experience required:

• Minimum of 2 years’ experience in a property or facilities management environment.
• GCSE in Mathematics and English (minimum grade of C/4).
• Demonstrable supervisory responsibilities in past positions held.
• Experience in managing/supervising front of house services.
• Experience in managing financial processes including purchase orders and invoicing process.
• An understanding of statutory compliance and risk management.
• An understanding of permit to work systems and processes.
• Able to complete own work under minimal management, use own initiative and make decisions as required.
• Experience in managing data systems and processes.
• Excellent computer literacy and advanced knowledge of Microsoft Office package.
• Effective communication skills, both verbal and written.
• Professional, presentable, articulate and confident.
• High level of time management and organisational skills.
• Pro-active and positive “can do” approach.
• Customer focused approach

 

We are expecting a quick turnaround with this role, so if of interest, don’t delay your application.

Please call 0207 118 4848 or submit your cv to cv@maxwellstephens.com now!