The BNS Property Service team provides a range of services that encompasses the industry and legislative requirements that best enhance property values. BNS offers an extensive spectrum of specialist FM services, focusing on the procurement and management of premises support services, proactive and reactionary maintenance and Facility Management Consultancy.
Your role as Property Services Coordinator, will be to carry out day to day administrative tasks required to support a variety of departments within the Property Service operation, including diary management, maintaining accurate records and reports on a variety of systems, materials ordering and raising invoices.
The Property Services Coordinator will be the contact for internal and external clients and as such must demonstrate strong communication skills with a high level of customer service within a fast-paced challenging environment.
Ideally you will have previous administrative and customer service experience, preferably within property services, along with good IT skills, familiarity of CAFM or CRM Systems and a strong work ethic. You will be able to work on your own initiative and as part of the team.
The role will include:
- Managing the Property Services Helpdesk supporting the Onsite Operation, through all methods of communication, ensuring that all enquiries and are responded to within the agreed SLA’s and all communication with clients and suppliers are professional.
- Raising and updating jobs on our dedicated CAFM system relating to planned and reactive work and maintaining work trackers with accurate information.
- Scheduling of planned and reactive works across various departments, ensuring that diary appointments are booked to maximise efficiency.
- Liaising with a range of stakeholders in particular colleagues, clients, contractors, landlords and residents to ensure that works are co-ordinated and completed within the specified time frame.
- Updating third party online portals in accordance with agreed client processes.
- Preparation of invoices in a timely manner ready to be reviewed and authorised.
- Ordering of materials and company equipment and carrying out the associated administrative tasks.
- Fleet Vehicle Administration including, including but not limited to, MOT and service scheduling, updating Tax records and vehicle check spreadsheets.
- Managing and maintaining company asset logs, ensuring all equipment is distributed and accounted for.
- Ensure that all necessary documentation (certificates, reports, photos etc) are provided by suppliers in a timely fashion and is recorded through online systems.
- Carry out general administrative duties for the Property Services departments including, but not limited to, minute taking, updating internal spreadsheets and diary planning.
- Participate in answering out of hours emergency calls on a rota basis, arranging the despatch of operatives to carry out emergency works.
- Any other tasks that are commensurate with this role.
Report to
You will report directly to Property Services Administration Manager.
Experience, Knowledge & Skills:
A successful candidate will bring a high level of customer service and strong communication skills whilst having a keen eye for detail, and the ability to multitask and in a fast-paced environment.
The role will support the Property Service department in line with all quality, health and safety, environmental and company procedures related to general legislation, client and tenant requirements.
- Excellent Customer Service
- At least two years administrative experience
- Excellent IT skills – Word, Excel, Outlook and bespoke packages
- High level communication and inter-personal skills both written and spoken
- A methodical approach with attention to detail
- Self-motivated and passionate about working as part of a team
- Confident and diplomatic
- You’ll be proactive, receptive and adaptable to change whilst being diligent and providing ideas to encourage growth and efficiencies
Working Hours:
Monday to Friday 08:00 to 16:00 or 09:00 to 17:00
Ready to find out more? Join BNS and be part of a team that values your talent.
Other companies may refer to this job title as: Maintenance Administrator, Administrator, Insurance Coordinator, Maintenance Coordinator
