Job Title: Estate Coordinator (Level 2)
Line Managers Title: Estate Manager
Job Purpose: Provide professional support to the Estate, manage the site utilities process, provide admin support to the Facilities Management team and troubleshoot problems and advise on the appropriate action.
Primary Responsibilities:
FM Team Support:
• To monitor all activities relating to the site(s), reporting and taking action as appropriate.
• To assist the FM team with requests for maintenance / technical assistance in person, via telephone and electronically. Escalating to relevant FM where required.
• To comply with Health and Safety on site, maintaining records, using the Meridian system, and involvement with contractor management as appropriate.
• Assist the FM team with all monthly and quarterly H&S compliance updates, uploading documentation to Meridian.
• Monitor and maintain the site key log system (MyTag), updating where required and complete regular key audits with site contractors/suppliers e.g. Security, M&E and void property keys.
• Assist FM Team with service charge purchase orders using P2P software,
• Provide service charge support, including interim reviews and year end accounting processes.
Utilities:
• Manage the utilities process across the estate, including all tenant/landlord recharges using Tramps system.
• Responsible for the maintenance of the master meter list and utility coding sheet. Regular updates required in line with tenancy and building changes.
• Ensure monthly meter readings are completed for all manual meters across the estate.
• Manage all utility transitions in and out, including new supplies.
• Ensure all bills are paid on actual reads rather than estimates, in line with client requirements.
• Assist with the annual GRESB submission where required and collating data from FRI lease tenants.
• Manage all utility queries in the first instance and liaise with relevant FM to troubleshoot/resolve issues.
General:
• Assist with the monthly KPI report submission, including data input to the KPI matrix.
• Answering telephone, ensuring all received calls are announced and messages taking
• To do all photocopying as required and ensure all office machinery and equipment is maintained on a regular basis
• To take minutes in meeting and type all correspondence as required.
• To promote a pleasant working environment and liaise with in-house and contract staff where required.
• To maintain records of accidents/incidents in the property
• Write to tenants regarding access requests, housekeeping etc as required.
• Management of the site office.
• Any other duties as directed by your Line Manager.
Key Skills / Knowledge/Experience:
• Understand how the industry and stakeholders function, and the range of services available to clients.
• Experience in using systems and developing processes
• Desirable - Knowledge of utilities
• Desirable – Understand the basic principles of service charges
• Desirable - Some knowledge of legislation relating to property management
• Develop an understanding of how to build and maintain client, supplier and customer relationships
• Basic understanding of key issues to be noted on property inspections
• Understand and use industry/specific IT applications
• Understand and apply all procedures relating to work activities
• Able to plan and manage own workload
• Able to work as part of a team, supporting colleagues
• Able to use IT software such as Word, Excel, and databases
• Oriented towards providing excellence in customer services
• Can demonstrate adaptability and attention to detail, with strong problem analysis and problem-solving skills
• Willing to learn and expand the processes of the co-ordinator function as the role progresses
• Be able to communicate effectively verbally and in writing