Advert Text
Overall Purpose of the Job
As a Facilities Administrator you would work closely with the facilities team, providing administration support across several CAFM systems. Duties would include invoicing, reporting, and updating works ensuring both the Apleona and client systems are up to date with required tasks. Month end reporting to the facilities coordinator will also be required. The ideal candidate would have experience of working with a variety of IT systems in a business environment. Strong administration skills and excellent communication skills, both verbal and written are essential for this role. The successful candidate will be self-motivated while also working within a team structure. Adaptability is also a key skill in this role. This is an opportunity to work within a dynamic team with excellent promotion opportunities. We will provide you with full training once you start and make sure that you have everything you
need to fulfil your role. The responsibilities include but are not limited to the below.
Main Duties and responsibilities:
- Raise and send invoices for all reactive and contract works in line with client expectations.
- Manage the compilation of back-up paperwork for any contract or reactive invoices being issued to
the client.
- Track reactive supplier invoices to ensure they are submitted in a timely fashion.
- Track and update PPM planners across multiple sites to ensure all contract services are being
delivered.
- Arrange access to client sites for both PPM and reactive services.
- Ensure consistent compliance with company’s Health, Safety & Quality policies and procedures.
- Communicate with client on all facilities operations under contract, including PPM and reactive
works.
- Provide administrative assistance for any on-going or planned project works.
- Liaise with Technical Service team, scheduling and subcontractors to ensure services are delivered
on time and to agreed standards.
- Update client on projects arising from PPM, including sending quotes and back up documentation as
well as PPM reports.
- Produce detailed monthly reports for each site based on clients’ requirements.
- Issue PO requests to client at month end based on reactive call outs.
- Monitor and process supplier invoices on ELO.
- Assist the team with various ad-hoc tasks related to the contract.
- Attend occasional site meetings.
- Support Facility Manager under various capacities with any routine queries and ad-hoc duties as
required.
Qualification and experience:
- Excellent Microsoft skills.
- Excellent communication and problem-solving skills.
- Excellent customer service skills.
- Results orientated.
- Positive attitude.
- A dynamic approach to achieving continuous improvement.
- Previous experience in a maintenance or facilities role (Desirable)
- Previous experience in a client facing role. (Desirable)
- Previous experience using CAFM systems.(Desirable)
Ref.13048