Operations Coordinator

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  • Job Reference: Ref/2003
  • Job Title: Operations Coordinator
  • Location: Central London
  • Basic Salary Range: Up to £38,000 plus amazing benefits package and future development opportunities
  • Job Type: Full Time
  • Posted 2 months ago
  • This position has been filled

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!