Portfolio Facilities Coordinator

The Portfolio Facilities Coordinator (PFC) supports the effective operation of the Facilities Management team by coordinating maintenance activities, managing workflows, and ensuring accurate and compliant record-keeping. Acting as a key point of contact for contractors and internal teams, the PFC helps ensure that works are delivered on time, compliance obligations are met, and operational processes run smoothly across the portfolio.

This is an opportunity to influence the future success of Get Living, a current portfolio of 7 Private Rented Sector (“PRS”) led operating assets with a further neighbourhood, “The Elephant & Castle Town Centre”, due to PC imminently.

Internal: Asset Directors, Finance, Real Estate, Health & Safety Team, Operations and Neighbourhood Team, ESG, Project Management.

External: External Man Cos employees, residents, contractors and third-party suppliers.

• Provide day-to-day administrative support to the Facilities Management team to ensure smooth operational delivery.
• Use internal systems to manage, update, and supply current documents, certificates, and drawings to the FM team.
• Support with active maintenance jobs, including raising POs for approved contractors and facilitating works.
• Manage and maintain workflow trackers for planned, reactive, and quoted works, ensuring information is current, deadlines are monitored, and outstanding actions are followed up with contractors or internal teams.

• Administer all PPM schedules across the portfolio (e.g., fire systems, alarm remedials, fire extinguishers, CCTV, access control).
• Oversee administration of all remedial works, ensuring timely follow-up with contractors and accurate recording of completion evidence.
• Quoted Works Administration
• Coordinate the administration of quoted works, ensuring quotes are captured and passed to the appropriate person for review.
• Collate contractor proposals and prepare simple comparison summaries to support decision-making.
• Maintain relationships with suppliers, providing instructions to contractors and updates to Neighbourhood teams.
• Coordinate access arrangements, ensuring all required documentation (RAMS, permits, insurances) is in place.

• Support the management and organisation of statutory compliance documentation across the portfolio.
• Regularly review the Compliance Dashboard to identify tasks requiring re-inspection or follow-up, ensuring no statutory checks become overdue.
• Assist the Head of Facilities Management in maintaining a high level of compliance across the portfolio.

General Duties:
Undertake any other reasonable duties as required by your line manager or acting line manager, aligned with the scope and nature of the role.

• Experience working as an administrator or coordinator in an office environment.
• Excellent organisational skills, with the ability to manage multiple tasks simultaneously.
• Strong interpersonal skills and a natural ability to engage and collaborate effectively with different teams.
• Ability to perform well under pressure.
• Strong time management skills, with the ability to prioritise a busy and varied workload.
• Good written and verbal communication skills, with the ability to communicate clearly and professionally.
• High level of attention to detail.
• Flexible, team-oriented approach with a willingness to support others.
• Good IT skills, confident in using Microsoft Outlook, Word, and Excel.
• Experience with in the property or facilities management sector.
• Strong analytical skills, with an ability to bring clarity to complex or time-pressured situations.
• Advanced Excel skills.
• Experience using CAFM or PPM systems.
• Understanding of FM processes, including compliance, planned preventative maintenance, and reactive maintenance.

• Accountability & Ownership:
  Takes responsibility for tasks, ensuring actions are completed accurately and on time.
• Communication &
  
  Collaboration:
  
  Works effectively with others, sharing information and supporting team goals.
• Results Orientation:
  Focused on achieving high…