YOUR PROPERTY MATTERS LTD POSITION DESCRIPTION LAST REVIEWED: 15 April 2024 ROLE OF BUSINESS: Your Property Matters Ltd (YPM) provides a comprehensive range of administration, accounting and contracts management services to unit-titled buildings, most particularly residential, along with commercial and mixed use bodies corporate. Further information is noted on the company's website ( THIS ROLE: The Body Corporate Facilities Coordinator (BCFC), in tandem with a Body Corporate Manager, is responsible in a defined portfolio of specific buildings for the delivery of the facilities management element of YPM's client contracts. Specifically the BCFC is responsible for: Managing the clients service contracts Managing the scheduling of the clients facilities obligations, both remedial and statutory Responding to ad-hoc clients facilities requirements. This includes 24/7 after-hours emergency response when necessary. Generating Facilities reports for clients committee and annual general meetings Health & Safety Liaising closely with the YPM Body Corporate Manager Budgeting advice Working within the requirements of the Unit Titles Act 2010. Other body corporate contracts and administration functions as defined by the Managing Director The BCFC is part of a small team consisting of a Managing Director, three Body Corporate Managers, two other Facilities Coordinators, two Accounting Managers, two Accounts Officers and two Administration Managers. Flexibility to respond to after-hours emergency calls 24/7 is essential. ROLE REPORTS TO: Managing Director SALARY RANGE: $65,000 to $75,000 INTERPERSONAL CONTACTS: Internal: Managing Director Accounting Managers Body Corporate Managers Administration Managers Accounts Officers External: Contract & services suppliers and potentialsuppliers Regulatory organisations Body Corporate owners, their tenants and property managers KEY RESPONSIBILITIES AND OUTCOMES TO BE ACHIEVED BY THE POSITION OF FACILITIES MANAGER As company representative: Maintaining a portfolio of buildings to a high standard Building strong and effective relationships with service providers Ensuring contractors and buildings comply with the Health & Safety at Work Act 2015 Providing clear and accurate advice to the Body Corporate Manager on the maintenance responsibilities of the body corporate versus the owners Responsibility for body corporate common area service delivery in all relevant areas, including but not restricted to: Compliance management Lifts Fire system & evacuation schedules HVAC Health & Safety Security systems Cleaning, internal and external General common area maintenance Gardening Pest Management This responsibility to include: Negotiating service delivery contracts (in consultation with relevant Body Corporate Manager and Managing Director) Service company liaison Negotiating and scheduling common area work Monitoring and reporting on said work Responding to after-hours emergency calls General property administration: Preparation of contracts management reports as required Logging work orders for remedial work Establishing, monitoring and operating security access systems Advising accounting staff (and where necessary Body Corporate Management Committees) regarding invoices to be raised for work completed Streamlining the processes involved in delivery, directly or indirectly Attendance at Body Corporate meetings when required Insurance: Administering insurance claims Health & Safety Compliance with YPM H&S directives Identification and remedying of H&S issues before they escalate Attaining appropriate Accreditation (e.g. Site Safe) Ensuring contractor compliance with H&S requirements Any other body corporate and/or office administration functions as required by the Managing Director. PERSON SPECIFICATION The following skills and background would be an advantage: Previous experience in a similar role involved in managing building service contracts and services including budgetary management Knowledge of and experience in building compliance and regulatory issues in high-rise buildings Knowledge of and ability to work within the requirements of Unit Titles Act 2010 and 2011 Regulations Knowledge of and ability to apply requirements of the Health & Safety at Work Act 2015 Relevant H&S training and accreditation MS Office proficiency in Word and Excel Report writing and presentation skills Ability to handle a complex and demanding workload A high level of Interpersonal and communication skills, with the ability to relate and interact well with a diverse range of people including clients, tradespeople and regulators Ability to operate in small, outcome-focussed teams Analytical with excellent problem-solving skills Strong attention to detail and achieving deadlines Well organised with a high level of self-management Ability to implement appropriate systems and processes Effective, proactive project and contractor management skills Your application will include the following questions: Which of the following statements best describes your right to work in New Zealand? How many years' experience do you have as a Corporate Administrator? Which of the following Microsoft Office products are you experienced with? How many years' experience do you have as a Corporate Facilities Coordinator? Have you worked in a role which requires a sound understanding of OH&S/WHS? Report this job advert Don't provide your bank or credit card details when applying for jobs. #J-18808-Ljbffr
