Facilities Coordinator (20 Gracechurch Street)

The role

An exciting opportunity for an experienced Facilities Coordinator to be part of a team who manage 20 Gracechurch Street; a prestigious asset located in the City of London. The successful candidate will have experience in building management, and a track record of providing exceptional customer service. Will be responsible for assisting the General Manager in the delivery of an effective and compliant facilities management service.

20 Gracechurch Street comprises approximately 255,000 sq. ft. of Grade A, prime office space arranged over 16 floors, and 43,000 sq. ft. of retail space on ground and lower ground floors. Constructed to a unique design in 1965 and fully refurbished in 2009, the property benefits from dual receptions (recently refurbished) with double height entrance off Gracechurch Street, end of trip facilities including cycle store and changing rooms, and 360-degree views of London from the tower floors. The 17-story building serves as the London HQ of Axa XL.

Strategically positioned at the crossroads of the financial and insurance districts, the property lies within walking distance of Monument, Bank and Liverpool Street stations.

Responsibilities

•    Provide best in class customer service to internal and external customer base

•    Maintain regular and effective communication with clients and occupiers

•    Supervise site-based staff, ensuring all people related policies and procedures are followed

•    Maintain regular and effective communication with internal colleagues in Property Management, support functions and the wider Real Estate business

•    Proactively support with soft services contract delivery

•    Assist in managing the waste and recycling arrangements for the building, including occupier recharging

•    Monitor works conducted, and services provided by suppliers

•    Measure and report supplier performance against agreed SLAs

•    Assist in the preparation, monitoring and reconciliation of service charge budgets

•    Check and approve expenditure against service charge budget, including raising purchase orders and invoice processing

•    Procure goods and services, following procedures and policies

•    Contribute to the preparation of management reports for a variety of stakeholders 

•    Co-ordinate meetings and prepare meeting minutes and trackers

•    Undertake regular building inspections, complete reports and initiate/ progress any required works

•    Assist the General Manager and Technical Services Manager to ensure compliance with all current statutory legislation in respect of health and safety and the environment

•    Assist the General Manager to manage local environmental activities in order to meet statutory obligations and achieve/retain industry standards e.g. ISO14001 working with sustainability team

•    Ensure compliance with all internal procedures and policies – e.g. Procurement, Finance, Compliance, HR

•    Liaison and co-ordination with our central services teams, including FMS, Helpdesk and Procurement

•    Ensure security and emergency procedures are robust and adhered to at all times, taking an active role in the event of emergency situations

•    Complete administrative tasks as required to include systems, filing, inventory management etc.

Person specification

Qualifications/Key Skills

•    GCSE level education (or equivalent standard), which will include English and Mathematics qualifications

•    Managing Safely - accredited by IOSH (desired)

Experience

•    Previous experience in a similar role

•    Good health and safety and environmental knowledge

•    Excellent English language skills – both written and spoken

•    IT literate – MS Office at intermediate level and other relevant software, at a level to undertake the role satisfactorily 

We are proud to offer award-winning benefits to support and reward our employees:

• Heath & Leisure: Private medical cover, 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work 
• Financial: Pension, life assurance at 8 x basic salary, group income protection (long term disability insurance), interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice 

BNP Paribas Real Estate is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.