YPM Ltd – Wellington Central, North Island
YOUR PROPERTY MATTERS LTD POSITION DESCRIPTION
POSITION TITLE: Body Corporate Facilities Coordinator
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 (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 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 $85,000
INTERPERSONAL CONTACTS:
Internal:
Managing Director
Accounting Managers
Body Corporate Managers
Body Corporate Facilities Coordinators
Administration Managers
Accounts Officers
External:
Contract & services suppliers and potential suppliers
Regulatory organisations
Body Corporate Chairs
Body Corporate Management Committees
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
Deliverables:
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:
Relevant industry qualification
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
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