Shift: Monday to Friday Hours: 40 hours per week Location: East London / E14 Key Responsibilities Duties&Responsibilities * To support the on-site Facilities Team with administrational aspects of the Estate. * Lead on management of office key tracker, ensuring all keys are logged out, signed for and returned. * Manage signing in of all visitors and contractors, liaising with FM team to ensure consent to carry out works has been given before issuing access keys/fobs etc. * Reporting into the Facilities Manager (FM) and working with them to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants. * E-mail correspondence&communication on behalf of FM department on site. * To attend&minute meetings as required. * To maintain Insurance correspondence, records&tracker information at all times. This includes communicating with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair. * To liaise with the Estate Team&the support office as required. * To deputise in absence of Facilities Coordinator. * To ensure all the records of planned maintenance and servicing activities are kept up to date. * To maintain clear reporting to the Facilities Coordinator, Facilities Manager&Facilities department ensuring the visibility of local infrastructure status and immediately escalate issues for further support as required. Administration * Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities&Maintenance * Must be able to arrange and book service visits for apartments, liaising with owners, agents and tenants to arrange access to the properties. Ensure contractors have daily confirmation of which apartments to attend, collating reports and holding up to date excel spreadsheet and records, as servicing is completed. * Provide administrative support to Facilities Coordinator and Facilities Manager. * Be the first point of contact for the on-site Facilities Team in relation to all telephone enquiries, emails and letters and B-Life. Where appropriate deal with the correspondence proactively and reply on behalf of the Facilities Team. If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner. Health, Safety, Welfare&Compliance * Understand and adhere to the Estate’s Emergency Action Plan in the event of an emergency situation. * Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally. * Have a good understanding of health, safety&compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures. * If required, carry out regular inspections and H&S audits across the estate and action findings accordingly. * Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Coordinator or Facilities Manager. General * Provide regular reports to the Facilities Manager&Facilities department as required. * Liaise with colleagues and report as necessary to Facilities Manager on matters relating to standards of facilities management. Skills, Experience&Qualifications * Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint. * Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written. * Good organisational skills. * Good attention to detail. * Team player who is friendly and reliable. * Ability to multitask and work under pressure. * Experience in the management of external suppliers, contractors and consultants covering a range of services (Desirable) * Experience in overseeing residential insurance claims (Desirable) *Ballymore operate as an equal opportunities