Facilities Administrator

We're now recruiting for a Facilities Administrator to join us at our development, Embassy Gardens! What you should know Embassy Gardens is a luxury residential building comprising of 1,555 homes and offers amenities such as a linear park, private residents’ club, an indoor and an outdoor pool, gym, spa and health club, library, cinema, business suite and yoga studio. Ballymore is a family-owned business, with over 40 years in establishment - we are remarked as an innovative and dynamic property developer citing over 80 awards in recent years. At present, we're managing 11,000 homes across 12 luxury residential developments in London and are in search of a Facilities Administrator to join us at Embassy Gardens in contributing to our vision. This is a fantastic opportunity for a property service enthusiast to progress their career in either customer service, facilities or operational-based roles. Important to note Hours: 8:00 - 5:30 Shift Pattern: Monday to Friday Location: SW8, Vauxhall Salary per annum: £30,000 Contract: 40 hpw/permanent What you'll be doing * To support the on-site Facilities Team with administrational aspects of the Resort. * Reporting into the Facilities Manager (FM) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants. * E-mail correspondence & communication on behalf of FM department on site. * To attend & minute meetings as required. * To maintain Insurance correspondence, records & tracker information at all times. This includes communicating with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair. * To liaise with the Resort Team & the support office as required. * To deputise in absence of Facilities Coordinator. * To maintain clear reporting to the Facilities Coordinator, Facilities Manager & Facilities department ensuring the visibility of local infrastructure status and immediately escalate issues for further support as required. Administration * Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance * Provide administrative support to Facilities Coordinator and Facilities Manager. * Be the first point of contact for the on-site Facilities Team in relation to all telephone enquiries, emails and letters and B-Life. Where appropriate deal with the correspondence proactively and reply on behalf of the Facilities Team. If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner. * Draft communication to residents, Resort Team and commercial units for planned works, unplanned disruptions, loss of services or planned/unplanned isolations of services. * General administrational duties such as maintaining efficient electronic and paper filing systems, trackers and diary management * Arrange access (both Landlord’s areas and residential & commercial demised areas) for any planned essential works such as Planned Preventative Maintenance works, HIU, FCU Servicing, apartment fire inspection and reactive and emergency works such as defects, satellite/TV signal failures, leak trace & access and insurance approved works. Health, Safety, Welfare & Compliance * Understand and adhere to the Resort’s Emergency Action Plan in the event of an emergency situation. * Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally. * Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures. * Increase H&S awareness and promote a positive H&S culture throughout the local Resort Team including attending regular meetings such as Huddle (weekly Resort Team meeting) and toolbox talks. * Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates. * Carry out regular inspections and H&S audits across the estate and action findings accordingly. Administration * Review of RAMs and provide permits to work. Keeping a log of any permits issued, closing out and completing regular checks on contractors attendance. * Taking landlord meter reads on a monthly basis. Health, Safety, Welfare & Compliance * Understand and adhere to the Site’s Emergency Action Plan in the event of an emergency situation. * Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally. * Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures. Please note: a full job description will be provided once shortlisted for the role. What you'll need to be successful * Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint. * Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written. * Good organisational skills. * Good attention to detail. * Team player who is friendly and reliable. What now? Very simply - Apply! Do not hesitate to apply online today. *Updates on applications made via our job boards will be provided over a 1–2-week period from the date of submission. Not what you’re looking for? Check out our careers page