YPM Ltd – Wellington Central, North IslandYOUR PROPERTY MATTERS LTD POSITION DESCRIPTIONPOSITION TITLE: Body Corporate Facilities CoordinatorROLE 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 (www.ypm.co.nz).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 contractsManaging the scheduling of the clients facilities obligations, both remedial and statutoryResponding 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 meetingsHealth & SafetyLiaising closely with the YPM Body Corporate ManagerBudgeting adviceWorking within the requirements of the Unit Titles Act 2010.Other body corporate contracts and administration functions as defined by the Managing DirectorThe 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 DirectorSALARY RANGE: $65,000 to $85,000INTERPERSONAL CONTACTS:Internal:Managing DirectorAccounting ManagersBody Corporate ManagersBody Corporate Facilities CoordinatorsAdministration ManagersAccounts OfficersExternal:Contract & services suppliers and potential suppliersRegulatory organisationsBody Corporate ChairsBody Corporate Management CommitteesBody Corporate owners, their tenants and property managersKEY RESPONSIBILITIES AND OUTCOMES TO BE ACHIEVED BY THE POSITION OF FACILITIES MANAGERAs company representative:Maintaining a portfolio of buildings to a high standardBuilding strong and effective relationships with service providersEnsuring contractors and buildings comply with the Health & Safety at Work Act 2015Providing clear and accurate advice to the Body Corporate Manager on the maintenance responsibilities of the body corporate versus the ownersDeliverables:Responsibility for body corporate common area service delivery in all relevant areas, including but not restricted to:Compliance managementLiftsFire system & evacuation schedulesHVACHealth & SafetySecurity systemsCleaning, internal and externalGeneral common area maintenanceGardeningPest ManagementThis responsibility to include:Negotiating service delivery contracts (in consultation with relevant Body Corporate Manager and Managing Director)Service company liaisonNegotiating and scheduling common area workMonitoring and reporting on said workResponding to after-hours emergency callsGeneral property administration:Preparation of contracts management reports as requiredLogging work orders for remedial workEstablishing, monitoring and operating security access systemsAdvising accounting staff (and where necessary Body Corporate Management Committees) regarding invoices to be raised for work completedStreamlining the processes involved in delivery, directly or indirectlyAttendance at Body Corporate meetings when requiredInsurance:Administering insurance claimsHealth & Safety:Compliance with YPM H&S directivesIdentification and remedying of H&S issues before they escalateAttaining appropriate Accreditation (e.g. Site Safe)Ensuring contractor compliance with H&S requirementsAny other body corporate and/or office administration functions as required by the Managing Director.PERSON SPECIFICATIONThe following skills and background would be an advantage:Relevant industry qualificationPrevious experience in a similar role involved in managing building service contracts and services including budgetary managementKnowledge of and experience in building compliance and regulatory issues in high-rise buildingsKnowledge of and ability to work within the requirements of Unit Titles Act 2010 and 2011 RegulationsKnowledge of and ability to apply requirements of the Health & Safety at Work Act 2015Relevant H&S training and accreditationMS Office proficiency in Word and ExcelReport writing and presentation skillsAbility to handle a complex and demanding workload
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