The Part time Property & Facilities Coordinator is responsible for providing administrative support to the Facilities Manager and ensuring the smooth and efficient operation of the Hub's facilities.
This role involves coordinating day-to-day administrative tasks, assisting with tenant and client services, and ensuring facilities meet operational standards.
This role offers a unique opportunity to contribute to the smooth operation of a dynamic business hub while gaining valuable experience in facilities, commercial property, and administrative management.
Key Responsibilities
- Maintain Records: Keep accurate and up-to-date records of maintenance schedules, contracts, compliance documentation, and tenant records.
- Financial Processing: Prepare and process purchase orders, invoices, and other financial documents related to property and facilities elements of our business.
- Communication Management: Handle correspondence and communication with contractors, suppliers and tenants, and manage electronic data and emails.
- Reporting and Documentation: Complete monthly reports, working instructions, and obtain client feedback for management.
- Property Management: Handle property enquiries, liaise with letting agents, manage tenant agreements, and maintain the property waiting list.
- Market Analysis: Assist with conducting market and competitor analysis for business accommodation.
- Facilities Coordination: Schedule and coordinate maintenance, inspections, repairs, and manage supplies and key systems.
- Marketing Support: Assist with marketing vacant units and liaise with tenants for testimonials and good news stories.
- Customer Service: Serve as first point of contact for tenants and visitors, responding promptly to facility-related enquiries and issues.
- Compliance and Safety: Ensure compliance with health and safety regulations, support emergency procedures, and identify potential hazards.
Essential Criteria
- Proven experience in administrative or facilities support roles.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Strong organisational and multitasking skills.
- Exceptional customer service skills.
- Excellent organisation and time management skills.
- Excellent interpersonal skills.
- Possess a ‘Can Do’ attitude.
- Excellent written and verbal communication skills.
- Proven ability to use initiative, work both independently and as part of a team and build good working relationships.
Desirable Criteria
- Knowledge of health and safety regulations.
- Work experience in a commercial estate agent or property management company.
- First Aid or Health & Safety certification.
Key Attributes
- Detail-oriented and proactive.
- Excellent problem-solving and time management skills.
- Customer-focused with a professional demeanour.
- Adaptable and willing to take on varied tasks.
Hours of Work
Core business hours are Monday to Friday, 0830 to 1700 hours.
Contracted hours are 25 hours per week, Monday to Friday, 0830 to 1330 hours. However, flexibility is required, depending on organisational needs, to include early mornings, evenings, and weekends.
The needs of the business will be kept under regular review; and the requirements of this role may be adjusted to align with evolving business priorities.
Salary
£25,000 to £26,500 per annum, (FTE) depending on experience.
Benefits
Annual Leave: 22 days annual leave plus 11 statutory holidays per annum, based on full time employment.
Pension Scheme: Employer pension scheme.
Additional Benefits: On-site free parking and time off in lieu for additional hours worked.
Professional Development: Opportunities for professional development and growth.
Job Types: Part-time, Permanent
Pay: £12.81-£13.59 per hour
Benefits:
- Company pension
- Free parking
- On-site parking
Language:
Work Location: In person
