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Full-time Facilities Coordinator

at Capita Symonds in London

The primary purpose of this role is to provide administrative support in the management of the Shaftesbury portfolio of managed properties.  It is estimated that this will account for approximately 60% of the Coordinator role.  

The remainder of the role is to provide administrative support to a team of Facilities Managers based across the south of England.  The ideal candidate will have a basic knowledge of commercial property management including health and safety, service charges and contractor management.

Key responsibilities

To provide all administrative support as required in the management of the Shaftesbury portfolio of properties.  

To be responsible for the administration of the statutory compliance database by updating information on a regular basis, and adapting the spreadsheet as required.  To support the Facilities Managers as required to ensure data is accurate and current.

To compile Sales Packs as required for those properties whose management is transferring out of Capita Symonds Real Estate.

To provide basic Facilities Management service, under the guidance of a Regional Facilities Manager, to cover holiday and sickness absence.  The basic service will include logging of reactive tasks via the Customer Support Centre, signing off of invoices on the SIA system, general liaison with tenants and surveying teams, liaison with Service Partner teams as required.

To organise and minute a monthly Facilities Manager team meeting.  The meeting will be chaired by the Regional Operations Manager.

To provide administrative support for various tasks eg:  client reporting, supplier measurement, CRC meter reads, Service Partner KPI scores etc.

Order signing-in books for Building Managers and Facilities Managers as required.

Coordinating training events organised by the Regional Operations Manager including booking venues, issuing invites, produce documentation etc.

Booking business travel via Capita Travel for the FM team as required.

Support the FM teams with organisation of monthly Cluster Team Meetings, issuing invites, taking minutes etc.

Support Facilities Managers as required on an ad-hoc basis to resolve site issues.

Produce PowerPoint presentations to support the Regional operations

Key skills/person specification

Good interpersonal skills
Team player
Excellent written and verbal communicator
Intermediate knowledge of Microsoft Office (word, excel, outlook, PowerPoint)
Flexible approach to tasks
Excellent organisational skills
Proactive approach to problem solving

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Published at 13-10-2013
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