Job Description

Working closely with the Facilities Management Department, this role would assist and co-ordinate the administrative tasks required by managers to run successful Facilities Management contracts

• Use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases
• Produce Quotes, Purchase Orders and Invoices
• Collate, produce and distribute reports from results generated by Subcontractors and send them out to clients
• Assist with the implementing of a CAFM system & other business projects
• Scheduling and keeping up to date the PPM , periodic and inspection records
• Dispatching certificates booklets for stores and FM service users.
• Keeping site addresses and details up to date as they change.
• Assisting with some Labour resourcing issues such as holidays and looking who is where etc in the absence of other managers
• Order and maintaining stationery and equipment;
• Sort and distribute incoming post and organising and sending outgoing post;
• Arrange travel and accommodation for staff or customers and other external contacts;
• Prepare documentation for internal process as per ISO Standards
• Any other duties which are required by the business and within the scope of the role

Required Knowledge, Skills, and Abilities

A background in Facilities Management or Construction Previous experience working in an Administration role Some experience using Business Software such as JobLogic, accounting software, Coins etc. would be an advantage Ability to use own initiative, working accurately with policies and procedures Prioritise workload and meet deadlines with attention to detail Strong written and verbal communication skills