Property & Services Coordinator

Overview

Provides admin support for property, facilities, maintenance, vendors and services.

Key Responsibilities

• sharepoint management
• asset tracking
• ppm scheduling
• permit management
• invoice processing
• ticket monitoring

Tasks

This role involves providing comprehensive administrative support for property management, facilities maintenance, and building services, including cleaning and security. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. -Maintain property records: Keep digital and physical files up-to-date for all properties, including leases, contracts, and tenant information. -Collate agency hours worked for payroll and budget tracking. -Asset tracking: Maintain a register of all building assets and equipment, including maintenance schedules. -Assign tasks and monitor progress for team members. -Inventory management: Monitor and order supplies for cleaning and security operations. -Procure goods for the team, including building materials, cleaning supplies, and consumables. -Internally manage and file all contractor-submitted Risk Assessments and Method Statements (RAMS). -Maintain and track project schedules for facility upgrades and repairs. -Maintain and manage all systems and records within SharePoint. -Monitor and raise tickets for the Ultra facilities team to ensure issues are addressed promptly. -Maintain and track supplier compliance, including the collection and management of insurance certificates (e.g., Public Liability, Employer's Liability). -Administer the permit-to-work system for all on-site contractor activities, including issuing high-risk permits. -Process and reconcile invoices from vendors and suppliers, ensuring accuracy and timely payment. -Manage the supplier onboarding process, including issuing and reviewing Pre-Qualification Questionnaires (PQQs). -Manage and maintain training records for all facilities and services personnel, including internal staff and contractors. -Schedule and monitor Planned Preventative Maintenance (PPMs) to ensure all critical assets are serviced on time. -Ensure all training certifications and qualifications are up-to-date and compliant. -Receive, log, and dispatch maintenance and repair requests. -Performance monitoring records: Help track the performance of cleaning and security teams and report any issues to management. -Incident reporting: Log and maintain records of security incidents and cleaning-related issues. -Coordinate with tenants: Act as a point of contact for tenant inquiries, maintenance requests, and general communication. -Ensure remedial works to PPMs are completed, closed out, and accurately recorded. -Raise Purchase Orders (POs) for goods and services.

Requirements

• admin experience
• problem solving
• health safety
• microsoft office
• sharepoint
• power automate

What You Bring

-Experience: Proven experience in an administrative role, preferably within property management, facilities, or a related field. -Problem-Solving: Proactive and resourceful, with the ability to identify and resolve administrative issues. -Health and Safety Awareness: A solid understanding of basic health and safety principles related to contractor management and permit systems. -Technical Proficiency: Strong computer skills, including expertise in Microsoft Office Suite (Word, Excel, Outlook). Experience with SharePoint, facilities management software (e.g., Ultrafacilities), and task management systems is a significant advantage. Experienced in Microsoft Power Automate and Forms preferable. -Communication: Excellent written and verbal communication skills. -Organizational Skills: Exceptional ability to multitask, prioritize tasks, and manage time effectively.

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