Our client is a christian organisation with a very impressive portfolio of churches and commercial buildings in Southwark. They currently have a requirement for a Facilities, Maintenance and Property Administrator to join the team. Duties will include:_
To co-ordinate the provision of an effective repairs service to the properties for which the Diocese is responsible, including monitoring of expenditure and distribution of work to contractors.
To co-ordinate the Planned Preventative Maintenance (PPM) programmes for all properties owned and managed by the Diocese.
To support the services provided by the Property Services Department in its day to day operations, including the use of its databases and automated systems.
1. Repairs Service - Communication
a. To respond to requests for repairs to properties, usually via email and the phone.
b. Managing the communication with our clergy, who are normally the property occupiers, about their repairs and maintenance, being the first point of contact, and responding in a timely manner.
i. Liaising with the clergy and any other occupiers to arrange appointments and access where appropriate.
ii. Keeping the clergy, archdeacons and other colleagues informed of progress and communicating any changes or delays to plans.
c. Arranging repairs for Trinity House and Area Offices when requested.
2. Repairs Assessment
a. To assess the urgency of repairs and the responsibility for completing the repairs.
i. Minor Repairs – ensure prompt resolution by the use of contractors or internal resources.
ii. Significant Repairs
a. Consult with the Diocesan Surveyor and/or designated Surveyor to assess whether the repairs require a level of technical investigation
b. After agreement of responsibilities, ensure prompt resolution through monitoring of progress with the designated surveyor.
iii. Contractor Instructions
a. Issue Contractor Instructions (CIs) to the contractor selected either by the designated surveyor or by the Controller for the required works, ensuring compliance with levels of authority.
3. Repairs Recording, Monitoring and Reporting
a. To record and monitor the progress of all repairs by:
i. Logging of all repairs requests, using our automated systems as appropriate
ii. Monitoring response and resolution against agreed timescales
iii. Weekly reporting on CI commitments, and repairs that have not yet had CI’s allocated to them
i. Gathering feedback from the surveyors about contractors
ii. Overseeing the automatic processes for gathering feedback from the clergy or other occupiers about their satisfaction with the outcomes, following completion of repairs.
iii. Pro-actively seeking feedback as repairs take place.
4. Finance and Invoicing
i. Ensuring that invoices and CIs are matched, checking the reports/certificates of completion are provided by the contractors, consulting with colleagues as necessary.
ii. Recording and reporting on variations/exceptions from the original CI
iii. Checking feedback forms and taking any remedial action identified.
5. Planned Programme Maintenance
a. Administration of service level agreements in the following areas:
i. Gas and Heating Servicing
ii. Electrical Inspections
iii. Security Systems
iv. Tree maintenance
v. Gutter Clearance
vi. Other contracts to be determined
b. Administer a schedule of annual maintenance checks and inspections, facilitating the visits with clergy and other occupiers where required.
c. Follow up of issues raised on reports back from these visits
d. Maintenance of up to date information on the property database to monitor progress against the schedules,
- Experience in property - dealing with maintenance - 2 years minimum.
- Customer Service
- Confidence in using information systems, databases and spreadsheets.
- Mon - Fri
- A little flex
- There are 9 people in the property dept.
- Autonomous role
- Will be reporting to the Diocesan Surveyor
- face-to-face panel interview
- 28 days holiday + bank holidays