Job Title: Building Management Administrator
Reports To: Senior Building Manager

Role Summary / Purpose and Scope

As a Building Management Administrator, you will oversee the day-to-day administration and provide support to the Building Management team at a Grade II Listed multi-let office building. You will assist in managing the building's IBL/Loading Bay deliveries, Landlord's permit system, and low-risk procedures for the building.

This role involves delivering precise, accurate, and timely administrative support, ensuring that targets and standards are met consistently.

Key Responsibilities:

General Administrative Support
Serve as the first point of contact for the team; manage correspondence, calls, emails, letters, and packages. Organise and schedule appointments, plan meetings, and produce accurate minutes.
File and Data Management
Maintain the filing system and update the Tenant/Contractor contact list. Manage workflows, branded merchandise, office supplies, and all related administrative tasks.
Health & Safety & Compliance
Support Health and Safety procedures, including assisting with fire and emergency evacuation plans. Ensure compliance with building regulations and statutory obligations, updating RiskWise, and ensuring essential documentation is up-to-date.
Operational Support
Assist in managing the building's e-permit system and helpdesk. Handle contractor and tenant queries, directing them to appropriate team members. Support the building's internal communications through the Locale App.
Team Support
Maintain effective working relationships within the team, supporting colleagues and providing a collaborative working environment. Assist with building events, welcoming new occupiers, and contributing to positive team morale.
Monitoring and Reporting
Produce monthly defect sheets and weekly memos. Monitor internal compliance with MAPP policies, RICS standards, and ISO standards. Keep track of statutory timelines and escalate issues as necessary.

Key Skills & Competencies:

Administrative Expertise
Proven administrative experience with excellent organisational skills. Ability to handle multiple tasks efficiently while prioritising and meeting deadlines.
Communication Skills
Strong interpersonal communication skills, both verbal and written, with the ability to engage effectively at all levels, including tenants, contractors, and internal teams.
Customer Service Focus
Demonstrate attention to detail and provide high levels of customer service with a focus on building positive relationships and engaging with occupiers.
Problem-Solving
Ability to think proactively and find innovative solutions to challenges. Flexibility to adapt to changes in technology and office systems.
Technology Proficiency
Competence in Microsoft and Google software tools. Ability to learn and use specialised systems like the building's permit system and Locale App.
Teamwork & Initiative
A strong team player, able to work effectively in collaboration with others, while also taking the initiative and demonstrating self-management.

Experience & Qualifications:

Proven experience in an administrative role
Strong organisational and multitasking skills
A basic understanding of office management and procedures is preferred
A confident and professional telephone manner
Ability to remain calm and handle challenging situations with professionalism
A proactive and flexible approach to tasks and changing circumstances
Previous experience working with building management systems or similar environments is advantageous.

Working Hours:

9:00 AM - 5:30 PM, Monday to Friday

Key Performance Indicators:

Delivery of high-quality customer service
Proactive approach to tasks and role responsibilities
Ability to work independently and meet deadlines
Consistent teamwork and support to colleagues
Alignment with the company values, including strong time management and effective communication