Facility Management Co-ordinator/Administrator

  • Job Reference: 00000401-1
  • Date Posted: 9 March 2023
  • Recruiter: DJ Foley
  • Location: Bristol
  • Salary: £28,000 to £32,000
  • Sector: Administration & Help Desk, Health & Safety, Facilities / Estates Management, Other FM jobs
  • Job Type: Permanent

Job Description

Full time contract

37.5 Hours per week based in our Clifton Office

£28,000 to £32,000 p.a. dependent on experience

Employer-DJ Foley Ltd trading as DJ Foley Property Consultants

DJ Foley Property Consultants is a specialist property management business currently managing over £300 million of property assets. The properties we manage include many sectors including offices, shops, retail warehouses, industrial units and residential apartments. Our clients include property companies, banks, trusts, private individuals and schools.

We are based on Whiteladies Road in the popular Clifton area of Bristol. We have a small team of eight people but deal with over 300 suppliers across the South-West, South Wales and the Midlands.

 Job Description

The Facilities Co-ordinator reports directly to the FM Director. As a Facilities Management Co-ordinator, you will work as part of the Facilities Management Team (FMT) of DJ Foley Limited, to support in the day-to-day coordination of the facilities management provision.

The main purpose of this position is to provide administration support to the Facilities Management Team. To maintain efficiency and administration systems, looking to improve and develop where necessary. A strong communicator who can at times receive and process complex information in an efficient way and in return pass on required key-information and action points to others. You will liaise day-to-day with occupiers, service partners, contractors, and visitors. Support the FMT with various projects including the raising of purchase orders and updating compliance documentation across the management portfolio.

Main Duties

  • Responsible for assigning, closing and the coordination of planned and reactive, Hard and Soft FM works
  • Responsible for the workflow management of all reactive and planned maintenance tasks and records. Ensure satisfactory records are kept on the Yardi system for all work orders, making sure status reflects the work and all notes are up to date
  • Ordering materials and chasing up on the delivery of these where necessary to ensure the timely delivery of the required items
  • To assist with the raising of verbal Purchase Orders to suppliers/contractors and general operational arrangements.
  • Liaise with Occupiers to arrange access for service partner & contractor visits.
  • To communicate to occupiers and service partners / contractors to obtain required documentation for compliance and operational requirements.
  • Liaise with service partners / contractors to report faults or arrange for them to attend site to carry out programmed works.
  • Undertake any other duties in keeping with the position that may be required by the Building Management Team.
  • Issue purchase orders to contractors in response to quotes as authorised by the FMT
  • keep purchase order log up to date, electronical file all purchase orders, quotes; ensure receipt of all invoices relative to issued purchase orders.
  • Work within the office budget parameters.

    Health and Safety Compliance

  • Assist in all aspects of health and safety for the DJ Foley Limited property management portfolio, ensuring general risk assessments are in place.
  • Ensure detailed site inspections are carried out on a regular basis.
  • To support the FMT in ensuring that all site records are maintained in a comprehensive and accurate state.

    Desired Knowledge, Skills and Experience

    Key Skill Requirements

  • Confident telephone manner
  • Ability to multi-task and prioritise a high volume of incoming jobs
  • Well-developed communicator both verbal and written
  • Ability to work within a close team with minimal supervision using judgement and initiative when required.
  • Good interpersonal skills; capable of communicating at all levels.
  • Competent IT skills – proficient in Microsoft Office software packages.
  • Interest in continuous improvement and development of new technologies.
  • Actively builds and develops relationships with colleagues, customers, clients and third-party service partners.
  • Seeks to achieve a high level of customer satisfaction.
  • Respond to emails and telephone queries in a professional manner.
  • Positive outlook with a willingness to develop knowledge, skills and career.
  • Ability to prioritise and organise workload.
  • Adopts a flexible approach to achieving goals and objectives.

    Experience/ Qualification Requirements

  • Experience in a property/ facilities organisation desirable.
  • Sound knowledge of Health and Safety legislation.
  • Experience with property management software


37.5 hrs per week office based

£28,000 to £32,000 per annum depending on experience

Annual bonus

25 Days holiday plus all UK bank holidays

Pension scheme

Parking permit