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Estate Co-Ordinator - Carnaby St, London

London , United Kingdom

Ref#: 9677249698

Date published: 25-Nov-2020

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Job Title: Estate Coordinator  (Level 2)
Line Managers Title: Estate Services Manager

Job Purpose: Provide professional support to the Carnaby and Soho Estate. Provide customer service on facilities management issues raised. 
Manage the Estate helpdesk function, liaising with tenants and suppliers to resolve issues.  

Primary Responsibilities:

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

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

Complete all monthly and quarterly property inspections, uploading documentation to Meridian and following up any actions.

Be the first point of contact for all reactive issues across the Estate, managing through until completion.

To identify and escalate situations requiring urgent attention.

Route issues and requests to the correct resource, track progress and document resolutions

To liaise with tenants and deal with any operational queries they might have.

To manage communication and work programmes for projects on site in conjunction with the EM, acting as the liaison point for all parties involved.

To assist the Finance Manager with the P2P (Purchase to Pay) system, coding and paying all invoices.

Support with the payment of utility bills, change of tenancy to ensure all bills are paid on actual reads rather than estimates, in line with client requirements.

Notify insurers of any insurance claims, collate information required and monitor claim status to completion

Monitor tenant Food Hygiene ratings and implement measures to help with improvement where possible, with the guidance of the H&S Exec

Manage tenant provision for adequate grease traps, including any new tenants who take occupation, with the guidance of the H&S Exec

Write to tenants regarding shop front inspections, housekeeping etc as required.

Management of the site office at 16 Kingly St

Any other duties as directed by your Line Manager. 

Key Skills / Knowledge/Experience:

Previous administration experience in a customer focussed environment. 
IT literate, able to use MS Office and company specific IT systems. 
Able to communicate effectively verbally and in writing.  
Excellent customer service and interpersonal skills. 
Excellent organisational skills. 
Able to work as part of a team, supporting colleagues, as well as using own initiative. 
Awareness of legislation relating to Health, Safety and Environment. ~(IOSH preferable)
Understand how the industry and the company functions  
Able to understand and apply all procedures relating to work activities