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Estate Co-Ordinator - Milton Park, Oxfordshire

Estate Co-Ordinator - Milton Park, Oxfordshire

Job Title: Estate Co-Ordinator - Milton Park, Oxfordshire
Location: Abingdon
Salary: Not Specified
Reference: 9677251425
Job Published: June 19, 2021 12:52

Job Description

Job Description

Line Managers Title: Estate Manager Job Purpose: Provide professional support to the Estate, manage the site utilities process, provide admin support to the Facilities Management team and troubleshoot problems and advise on the appropriate action. Primary Responsibilities: FM Team Support:

  • To monitor all activities relating to the site(s), reporting and taking action as appropriate.

  • To assist the FM team with requests for maintenance / technical assistance in person, via telephone and electronically. Escalating to relevant FM where required.

  • To comply with Health and Safety on site, maintaining records, using the Meridian system, and involvement with contractor management as appropriate.

  • Assist the FM team with all monthly and quarterly H&S compliance updates, uploading documentation to Meridian.

  • Monitor and maintain the site key log system (MyTag), updating where required and complete regular key audits with site contractors/suppliers e.g. Security, M&E and void property keys.

  • Assist FM Team with service charge purchase orders using P2P software,

  • Provide service charge support, including interim reviews and year end accounting processes. Utilities:

  • Manage the utilities process across the estate, including all tenant/landlord recharges using Tramps system.

  • Responsible for the maintenance of the master meter list and utility coding sheet. Regular updates required in line with tenancy and building changes.

  • Ensure monthly meter readings are completed for all manual meters across the estate.

  • Manage all utility transitions in and out, including new supplies.

  • Ensure all bills are paid on actual reads rather than estimates, in line with client requirements.

  • Assist with the annual GRESB submission where required and collating data from FRI lease tenants.

  • Manage all utility queries in the first instance and liaise with relevant FM to troubleshoot/resolve issues. General:

  • Assist with the monthly KPI report submission, including data input to the KPI matrix.

  • Answering telephone, ensuring all received calls are announced and messages taking

  • To do all photocopying as required and ensure all office machinery and equipment is maintained on a regular basis

  • To take minutes in meeting and type all correspondence as required.

  • To promote a pleasant working environment and liaise with in-house and contract staff where required.

  • To maintain records of accidents/incidents in the property

  • Write to tenants regarding access requests, housekeeping etc as required.

  • Management of the site office.

  • Any other duties as directed by your Line Manager.

Candidate Description

Key Skills / Knowledge/Experience:

  • Understand how the industry and stakeholders function, and the range of services available to clients.

  • Experience in using systems and developing processes

  • Desirable - Knowledge of utilities

  • Desirable - Understand the basic principles of service charges

  • Desirable - Some knowledge of legislation relating to property management

  • Develop an understanding of how to build and maintain client, supplier and customer relationships

  • Basic understanding of key issues to be noted on property inspections

  • Understand and use industry/specific IT applications

  • Understand and apply all procedures relating to work activities

  • Able to plan and manage own workload

  • Able to work as part of a team, supporting colleagues

  • Able to use IT software such as Word, Excel, and databases

  • Oriented towards providing excellence in customer services

  • Can demonstrate adaptability and attention to detail, with strong problem analysis and problem-solving skills

  • Willing to learn and expand the processes of the co-ordinator function as the role progresses

  • Be able to communicate effectively verbally and in writing

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