Job Description

Job description
LSH offers the only specialist creative industries team in real estate. The team has transacted over 600 million of film studio investment deals and been involved in over 1.5 million sq ft of leasing deals and are retained across much of the existing and proposed UK infrastructure in a consultancy capacity. Our dominance of the creative industries real estate sector is such that we have been involved in almost every UK studio related project in recent years.
3 Mills Studios is London's largest TV & Film studios, situated on an attractive 10-acre island oasis in east London, 3 Mills is one of the most accessible Studios in the UK. The studios offer a secure environment for commercial, music, theatre, film and television productions alike. Owned by the London Legacy Development Corporation and managed by lambert smith Hampton, we have an on-site management team dedicated to guaranteeing that every production has a memorable experience at 3 Mills Studios.
The Facilities Coordinator is responsible for ensuring the smooth day-to-day operations of 3 Mills Studios and is the primary contact for productions, tenant and contractors
Responsibilities

• To deal with clients and service providers visiting the office in a polite, helpful and efficient manner
• Coordinate daily building operations, including maintenance, cleaning, security, and office services.
• Schedule, monitor, and oversee repairs, inspections, and preventive maintenance with internal teams and external contractors.
• To answer incoming telephone calls in accordance with department standards and to take accurate messages, ensuring they are either actioned or passed on to the appropriate colleague without unnecessary delay.
• To be aware of current FM projects to ensure that that best possible support service is provided to clients and other internal departments.
• To make appointments and arrangements for internal meetings, i.e. with service providers, team meetings, and to take accurate minutes when required to do so.
• To produce accurate meeting minutes/ action plans in a timely manner and no later than 5 days following the meeting.
• To play close attention to detail whilst fulfilling your duties in order to ensure that the professional image of the company is maintained at all times.
• To utilise approved document templates and branding when producing pitch, purchase order, contract, invoices or other documents.
• To be prepared to assist other members of the team to maintain the best possible service or to otherwise meet contractual timeframes.
• Provide a degree of flexibility in your working hours, usually 09:30-17:30, during busy periods.
• To act as first line relief cover for FM absences dealing with initial calls and enquiries.
• To log reactive maintenance calls with and allocate to correct service providers when required ensuring an accurate log of each call out is maintained and ensure that all stakeholders are kept updated throughout.
• Any other task required associated with FM related matters and support.
• Coordinate emergency procedures (fire drills, evacuation plans, safety training).

Administration

• Raise purchase orders for goods and services ensuring that all pertinent information is accurate and properly presented.
• Collate performance and management information from Vantify, contract schedules etc and input into client reports ensuring a high level of presentation and accuracy.
• To assist the FM with maintaining Vantify, our health and safety compliance system and CAFM system and helpdesk, by proactively scheduling tasks with and chasing reports from contractors and consultants and uploading the documents/ information to the required location.
• To assist with on-boarding and administering the approved contractor process as well as dealing with new enquiries from suppliers.
• Keep records up to date specifically with changes to clients, properties, FM allocations and personnel.
• Any other task required associated with FM related administration support
• To raise PO's and issue to contractors / suppliers. Liaise from time to time with accounts team to arrange payments.
• Assist with other contract management administration across the Operations and Sales teams if/when required.
• Assist with budgeting, cost control, and invoice processing
• Support sustainability initiatives and energy efficiency projects within the workplace.

Professional experience and personal skills profile
Qualifications/Personal Skills

• Excellent level of IT literacy, including Microsoft Office suite and CAFM software packages
• Good understanding of health and safety legislation and controls, holding IOSH Managing Safely would be an advantage otherwise must be willing to obtain the qualification.
• An excellent communicator and organiser with the ability to keep on top of multiple tasks at once.
• Has a keen eye for detail and able to work to demanding deadlines.

Professional Experience * Professional experience in a similar role within an FM / managing agent environment.

• Previous experience of assisting with the mobilisation of new instructions or projects would be highly desirable.

We understand the value that a diverse and inclusive working environment brings to Lambert Smith Hampton. We celebrate the different perspectives and insights that people can bring through their cultures and backgrounds. We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or any other protected characteristic.

Skills Required