Property Administrator

Overall Purpose

The property assistant role is a varied, interesting and demaning,working within a dynamic team with a number of other property assistants, all led and managed by the Facilities Manager

The staff residential property team are responsible and accountable for everything from liasing with local estate agents and the like, seeking and sourcing suitable residential properties,lease negociations, coordinating and managing property suitabilty in complete adherence to strict FCO property standards, processes and procedures, namely Security, Health and Safety, and legislatory requirements.

You will liaise, collaborate, effectively communicate, plan, update, prepare, coordinate, and execute the required works whilst seeking, searching and planning all FCO staff move-in and move-out programmes.

You and the team will plan and manage all required works being undertaken by Interserve and subcontractors, ensuring all properties meets FCO strict standards, legislatory requirments, policy and procedure.

The role requires the post holder to have excellent organisation skills, exceptional customer services with the ability to manage customer' and client' expectation whilst maintaining and providing exceptional customer service and engagement.

Main

Responsibilities:

• Assist the Facilities Manager in the planning, coordinating, scheduling and organising the workload and demands as determined by the FCO.
• Ensure consistent delivery of customers' and clients' supply and demand in accordance to contractual obligations and strict FCO standards, processes and policies.
• Build trusted, reliable and credible relationships with estate egents, and the like to satisfy and deliver upon the customers' supply and demand requirements
• Assist the
  Facilities Manager in monitoring, controlling and reporting on all residential property related works to ensure strict adherence to contractual KPIs and SLAs.
• Assist the
  Facilities Manager in proactively implementing, monitoring and controlling a robust safesystem of work ensuring full adherence to Health, Safety and Environmental legislation.

Health, Safety, Environmental and Quality

• Ensure strict adherence to all processes and procedures; not limited to but including; Company Documentation, Work Instructions, ISO Processes, Coshh Assessments, Risk Assessments and Method Statements.
• Ensure that all aspects of Health and Safety are covered and the correct documentation is held, as well as ensure the site meets statutory compliance regulations
• The safe elimination of waste in all it's forms.
• Ensure that
  Changing
  Attitude
  Towards
  Safety is complied with and target reporting is achieved.
• Completion of regular Audits relating to all areas of responsibility.
• Creates a safety culture that looks for continuous improvement.
• Completes all business reporting in a timely manner

Enabling / Contributing to Excellence

Acts as a role model for the Enabling Excellence Behaviours and the Interserve values.

• Courteous
• Always polite and helpful to our customers and colleagues.
• Considerate with colleagues, approachable and quick to praise others.
• Responsive
• Anticipating needs and thinking ahead.
• Reacting quickly, solving problems fast.
• Responsible
• Keeping promises, committing to excellence.
• Understanding that if I fail, we fail.
• Creative
• Interested in finding better ways of doing things.
• Innovative in the solutions we create.
• Energetic
• Always looking to improve on what we do.
• Bringing a sense of urgency to every task.
• Open

- communicating in a straight forward honest but sensitive way

• Understanding the importance of keeping customers & colleagues "in the loop"

Corporate Responsibility

• Develop and maintain productive working relationships with FCO/FCMU staff and client members. Where appropriate; play an active role in the life of FCO.
• Work closely with Client Facilities Manager, and client representatives on Estates & Services matter as appropriate.
• Actively participate in regular FCO forums / meetings etc. on all Estates & Facilities issues or as required.

Person Specification

• Written and spoken English and German are essential
• Articulate, professional with excellent customer services skills
• Be prepared to attend all relevant training sessions and meetings.
• Excellent interpersonal skills and a bright, friendly demeanour essential.
• Excellent communication skills, written and oral
• Demonstrated ability to communicate effectively at all levels, including internal and external customers, coworkers, suppliers, partners and subcontractors.
• Ability to maintain very high levels of confidentiality critical.
• Proven ability to prioritise work, working within tight deadlines, and multitasking, namely planning, organising and monitoring several activities at the same time.
• Good decision making and problem solving abilities is essential.
• The role requires high levels of reliability, dependabil

---