Operations Coordinator

Reporting to : Operations Manager

What This Job Involves The Operations Coordinator (OC) will be responsible for the Bristol Estate and assist Operations Manager in the delivery of facilities services to occupiers in one our managed properties to best practice standards defined by JLL and is expected to understand the business objectives of the investment.

Team Structure The Senior Operation Coordinator will seek direction from the Operations Manager, taking guidance as appropriate and will work closely with a number of teams, including the Destination Director, FM teams, Supply Chain Management, Sustainability and Surveying.

What your day to day will look like: The Operations Coordinator (OC) key responsibility is management of the Bristol Estate including:

Ancillaries Management – Broadmead Estate

• Lead the service partners to manage Health & Safety and compliance on the Broadmead estate.
• Management of Void units and compliance.
• Occupier engagement and onboarding.
• Ensure periodic inspections of all properties in line with insurers requirements
• PMR oversite and delivery in the Broadmead area.
• Budget management ownership for the Broadmead estate.
• ESG reporting when required by the business
• Ensure that on-site management of the properties is undertaken in accordance with JLLs polices, processes and procedures.
• Support the JLL residential team when required in the management of the on-site residential buildings.
• Provide regular updates to the Destination Director and the wider JLL and Client team.

Cabot Circus Facilities Management - Supporting the Operations Manager to.

• Ensure we are delivering client KPIs as identified within the agreed MSA (Master Service Agreement).
• Assist in the delivery of operational initiatives across your Destination in close liaison with our service partners.
• Assist in the smooth transition of properties into management and ensure readiness for sale dealing with due diligence enquiries on disposal and lettings from a facilities perspective.
• Ensure that on-site management of the properties is undertaken in accordance with JLLs polices, processes and procedures.
• Liaise with occupier representatives referring matters upwards only if they cannot be resolved at local level.
• Regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building(s), in support of the OM(s) of any occupier matters that may influence property valuation/investment.
• Assist in the setting and controlling of service charge budgets, financial variance reporting and reconciliation to agreed accounting practices.
• Assist in the procurement of all supplies and services at the property in accordance with the JLLs PAM procurement program. This will include the use of accredited Contractors only, usually based on framework agreements, and JLLs purchase ordering systems. Monitor contractor performance against agreed standards.
• Assist the Destinations ESG activities.
• Assist in the management of the buildings’ plant and equipment. Will be responsible for building management systems where appropriate.
• Assist in the implementation of minor works.
• Help prepare site regulations and issue permits to work for all contractor activities on site.
• Be the main lead on the administration of Vision to ensure all compliance documents are reviewed, received and added to the system along with approving all permits.
• Maintain, test and implement disaster planning procedures to cover all emergencies. To organise and co- ordinate evacuation drills.
• Establish and maintain proper site records in accordance with best practice rules.
• Assist in the development and maintenance of occupier handbooks.
• Assist in the monitoring of vacant/void property in conjunction with the clients’ insurance policy.
• Form part of the Duty Management rota and work weekends/ Bank holidays when required.

Required Qualifications, Skills And Experience

• Commercial acumen
• Stakeholder management skills and an ability to understand business ideas
• Previous experience working for a company within the property industry or from a similar business line, with client facing experience or from a corporate FM background

• Supportive in driving operational business change and improvements
• IWFM / BIFM qualification and or similar in facilities operational management
• Prior experience in operations at Supervisor or Team Leader Level
• Strong organisation skills and excellent communication skills, both verbal and written
• Driven to achieve results
• Knowledge of safety, quality, and cost risks

This job description sets out key elements and responsibilities of the role, but it is not intended to be exhaustive and does not constitute a contractual document. Duties may be changed to meet changing needs or circumstances.