Estate Coordinator - London (Part time)
- 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.
- To conduct meter readings within all required buildings.
- To respond to requests for maintenance / technical assistance in person, via telephone and electronically.
- To research questions and solutions using available information resources, advising the Building Manager/SFM the appropriate actions.
- 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 work programmes on site in conjunction with the EM, acting as the liaison point for all parties involved.
- To manage the P2P (Purchase to Pay) system, coding and paying all invoices
- Manage 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.
- Prepare activity reports and provide statistical data to the Building Manager to inform operational strategy.
- Management of the site office at Covent Garden.
- Any other duties as directed by your Line Manager.
- Understand how the industry and stakeholders function, and the range of services available to clients
- Constantly updating knowledge of legislation relating to property management
- Develop an understanding of how to build and maintain client, supplier and customer relationships
- Understanding of key issues to be noted on property inspections
- Understand and use industry/specific IT applications
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