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Facilities/Helpdesk Coordinator

Ref: JN -092019-68229
Up to GBP28000.00 per annum + Excellent Benefits
UK, London
Property & Real Estate, Facility Management
30 September 2019

Facilities/Help Desk Coordinator

West End

Full Time - 9 Month Fixed Term Contract

Our client is a firm of international property consultants based in the UK. They operate a national network of nine offices and an international association covering 20 European countries and all major US markets. Whether you are a property owner, investor, occupier or developer, our client provides independent, intelligent and relevant advice based on detailed market knowledge and sector understanding.

Our client provide comprehensive property advice to public and private sector organisations and our clients - including over 40 of the FTSE100 - hold some of the largest property portfolios in the country. Our employees are tasked with providing intelligent and commercial solutions to ensure our client's portfolios deliver the maximum return possible.

About the Role

* Act as principle contact for all enquiries, submitted via the Help desk, and delegate tasks to appropriate members of the department

* Responsible for managing the Facilities admin network ensuring that documentation remains relevant, including but not limited to, contracts, managing agents, maintenance, risk and H&S

* Collaborate with the QA Coordinator and Business Development team to provide documentation that supports bids and tenders and ensures that the Firm remains up to date with accreditation requirements

* Provide health and safety operational support including coordinating H&S audits and ensuring findings are closed out promptly, collation of documentation including reports and risk assessments, attending H&S meetings and liaising with external parties, including H&S/DSE consultants, when required

* Coordinate essential works including the collation of documentation including RAMS for approval by managing agents and 3rd parties ensuring that relevant parties are provided with a comprehensive outline of what is being undertaken and expected

* Circulate Firm wide communications ensuring that business users remain informed of important events

Administrative Responsibilities

* Maintain up to date contact and supplier details ensuring that updates are circulated accordingly

* Attend meetings, compose minutes and follow up action points

* Ongoing liaison with the network of London and regional office Administrators as a valued point of contact for any enquiries, issues or concerns

* Assist with ongoing budget reviews with responsibility for coding invoices and attending bi-annual budget reviews

* Co-ordinate Fire Marshal and First Aid training ensuring that records are kept up to date and that there is sufficient cover for each office

* Procurement including consumables, PPE, equipment and fixed assets

* Responsible for monitoring the car fleet ensuring that details are regularly reviewed, and amendments made to the insurance database when required. Tax and MOT remains current, congestion charge and penalty notices are processed promptly and Finance are made aware of any associated costs

* Support team members during busy periods, or absences, including post room duties or meeting room configurations

About You

* Excellent customer service skills

* Polite and articulate with a polished and professional approach

* Ability to resolve problems quickly, efficiently and in a calm manner

* Knowledge of Health & Safety in the workplace

* Understanding of ISO 9001, 14001 and 45001 and accreditation processes

* Reliable and flexible particularly as there will be an occasional requirement to work outside of core hours

Salary and Benefits

* Competitive salary

* 26 days' holiday, plus Bank Holidays and days at Christmas and New Year.

* Pension scheme membership (after initial probationary period)

* Life and Accident insurance

* Group income protection scheme

* Private Medical Insurance

* Critical Illness Cover

* Fitness Allowance

* Interest Free Season Ticket Loan

* Interest Free Rental Deposit Loan

* Employee assistance programme

Working Hours

The normal hours of work for this position are 09.00hrs to 17.30hrs, Monday to Friday, however there will be a requirement to work outside of these hours on occasions.

If you are interested in this role please apply today!

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