Job Description

The post holder will work as part of a flexible team and provide administrative assistance to the Operations Managers in line with the business needs.
Duties & Responsibilities:

• Receive incoming calls and small deliveries. Direct these as appropriate.
• Provide clerical support for the Operations Managers, together with general secretarial and clerical support for all staff.

• Ensure records are filed correctly.
• Manage deliveries and collections for FES FM
• Receiving helpdesk requests
• Providing feedback to client on Helpdesk requests
• Management of Maximo CAFM System
• Arranging contractor support
• Maintaining records
• Compiling reports
• Managing petty cash
• Ordering stationary
• Ordering consumable items and parts for the FM team including café/cleaning/uniforms
• Administration of invoices
• Inputting of weekly/monthly timesheets
• Maintaining insurance inspection documentation
• Keeping the compliance records up to date
• Generating subcontractor PPM orders.
• Managing sub-contractor maintenance dates
• Processing sub-contractor reports
• Assisting with Ops monthly reports inc. paymech
• Work closely with the Operations Managers/Maintenance staff to ensure FES FM’s contractual responsibilities are met

Required Knowledge, Skills, and Abilities

The post holder requires to be computer literate – proficient use of Microsoft Word, Excel and Email. Experience in clerical, administrative duties. Experience in use of a Computer Aided Facility Management System (CAFM) – Preferably Maximo – Training will be provided. Confident Telephone Manner. Good attendance. Works well under own initiative. Team player.