Grosvenor FM Coordinator Finance - Finsbury Circus House, London

Purpose of the Role

The purpose of the role is to provide support to the Grosvenor Property FMI client, reporting to the Senior FM Coordinator. The highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.

Key Responsibilities

General

• Work alongside the Facilities Management team in an administrative support role, learning the key aspects of the FM role.
• Provide the Facilities Managers with administrative support and to field phone calls during periods of leave.
• Spend time with key Property Management departments to understand the corporate supply chain process, the management agreement and services offered, our key policies and procedures, legislation relating to handling client monies and the roles undertaken in Client Accounting, Credit Control and Treasury to be able to better support the business.
• Provide cover for other FM Coordinators within the team as and when required.
• Facilities Management travel coordination/arrangement.
• To be a superuser on all systems used throughout the portfolio and assist with training new starters.
• General administrative duties such as, but not limited to; filing, data input, meeting and travel booking.
• Other adhoc duties as and when required to include Facilities Management post and stationary requirements.

General (Finance Specific)

• Deliver and drive system management, to ensure all information is up to date and actions have been cleared across the various platforms utilised by the team.
• Manage and monitor property lifecycle via ASANA including budget rec process, major works, utility year end review and setting the annual calendar for all stakeholders.
• Track finance insurance claims, contacting insurer with claims information and tracking response/actions.
• Collate Monthly / Quarterly finance reports per patch for GPUK use.
• Collate annual major works schedule and quarterly final accounts and reporting.
• Support 6 month service charge review meetings as needed.
• Support the Senior FMs in quality control checking.
• Book time slots with FMIs to review monthly benchmarking system, create reports for 10% variance.
• Liaise with GPUK client accountants to ensure invoicing is sent out, logged or issued.
• Confirm Grosvenor costs and agreed fees.
• Superuser of Proactis PO system, including raising POs, resolving PO queries, chasing and assisting with P2Ps, chasing supplier open commitments, reporting on PO data and logging contract changes.
• Ensure tasks are completed on time and within deadlines.

Budgets & Reconciliations

• Responsible for of service charge budget tracking, chasing and escalating where required.
• Create and manage budget implications document and ongoing updates.
• Download of budget packs from Yardi.
• Review budget template and format for GPUK.
• Review budgets with FMIs and drive completion, tracking response & actions for MS meetings.
• Upload budget drafts and final packs Connect.
• Track and distribute comms packs.
• Review recs with FMIs and drive completion, tracking response & actions for MS meetings.
• Check for insurance claims in the period and supply update to client accountant.
• Check for S20 notices issued in the period and supply copy to client accountant.

Skills, Knowledge and Experience

Essential

• At least 4 years’ experience in an administration / coordinator role
• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• Digitally technically proficient, able to pick up systems quickly.
• General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
• Reliable, helpful and well presented.
• Ability to work in a team or alone.
• Team player with strong customer service skills, able to provide a helpful and polite service.
• Pleasant telephone manner and efficiency in relaying messages and taking instructions.
• Excellent communication skills
• Able to take comprehensive minutes of meetings.
• Ability to deal with confidential information.
• Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
• Able to work under pressure to deadlines.
• Careful and conscientious with an aptitude for attention to detail.
• Willingness and ability to learn on the job, keen to undertake training and career development.

Desirable

• Educated to degree level.
• Experience with property management systems, specifically including Elogbooks, Proactis & Asana.
• Broad knowledge of office administration within a facilities management/property management environment.
• Experience of dealing with senior level staff confidently with excellent verbal and written communication.
• Experience and knowledge of helpdesk systems and procedures.
• Data input experience.
• Experience working within a Facilities Management team.

Working Hours - 09:00 – 17:30

Please see our Benefits Booklet for more information.