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Estates Coordinator - London

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Our client is the largest Museum Estates department in the country. Ensuring that this well known museum meets all their legislative and business requirements and is consistently well maintained, efficiently run and delivers an excellent customer experience at all times.

Due to new projects, this organisation are now building on the senior appointments already made and developing the team to ensure that they can deliver a professional Estate Management function.

As the Estates Coordinator, you will assist in the management of a compliant and effective Estate operation.

You will ensure that all activity is undertaken in line with best practice, with thorough engagement of relevant stakeholders and in accordance with all relevant legislation and guidance.

You will engage and drive an efficient helpdesk service and co-ordinate effective financial and administration management.

You will be highly organised with a keen eye for detail and have excellent time management skills, with the ability to prioritise and manage your own workload. You will have experience in an Estates or Facility Management Role within a heritage environment and experience of setting and managing budgets.

What you will be doing:
• Administration and management reporting of the museum’s defect reporting system to ensure all requests are processed in a timely manner.
• Overseeing all contractor documentation including RAMS, procurement paperwork, contracts, work orders, and job sheets.
• Managing departmental documentation including surveys, reports, planning permissions and statutory records.
• Supporting the Estates Manager in the compilation of reports, presentations and consent applications (e.g. Planning, Listed Building, Advertising, Building Control, etc).
• Placing and tracking all departmental Purchase Orders in line with the SMG financial procedures.
• Tracking actual spend against Estates budget
• Providing excellent customer service, answering all queries in a polite and helpful manner and offering similar levels of service and professionalism to staff and contractors.
• Providing practical and administrative support for Estates projects
• Taking care of your personal health and safety and that of others. Comply with the Science Museum Group Health and Safety Policies, risk assessments and safe systems of work and report any health and safety concerns.

What you bring to the team:

You will definitely …
• Have experience in a Facilities or Estate Management
• Have experience of managing an internal helpdesk
• Be BIFM qualified to level 3 or equivalent
• Have an IOSH Certificate
• Have working knowledge of Microsoft Office, specifically; Word, Excel and Outlook
• Have working knowledge of financial processes, systems and spreadsheets, and a proven ability to work effectively with financial information
• Be a motivated, customer focused self-starter, with the ability to work to clear targets
• Have demonstrable experience of administrative duties in a busy environment.
• Have excellent communication, interpersonal and reporting skills with the ability to work effectively with colleagues, internal stakeholders, subject specialists, external consultants/contactors and the public
• Be positive, proactive, unfazed by challenges and quick to look for creative new ways to problem solve
• Have excellent organisation and attention to detail skills, with the ability to multi task and prioritise a diverse workload
• Cope well with competing priorities and enjoy change
• Have the ability to review and learn from work done, suggesting ideas and improvements
• List essential knowledge, experience, skills and strengths.

It would be good if you have experience within a Heritage environment

Additional Information:

  • This role is subject to a Disclosure Scotland basic criminal record check.

If this exciting role seem like the one for you the please apply below.

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Job Details

  • London
  • £27,000 - £30,000 pa
  • Full-time
  • Permanent
  • Immediate start
  • Ongoing
  • Job reference:

Contact Details

Thomas Partridge

Telephone Number 020 7259 8710
Entrust Social Care

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