Job Description

The Lift Administrator will work closely with the Lift and Escalator subcontractors, the Insurance Administrators, the Lift Manager and Service Desk on all matters related to the Lift & Escalator subcontractors. Particular focus will be given to preparing / issuing Lift Off reports to the customer, daily job chasing and liaison for Insurance Inspection team for Lift & Escalator related assets.

• Check each Subcontractors submission each morning of what is off and the latest updates
• Pull report from Mercury on Lifts / Escalators off since yesterday, if not on Subcontractor list then add to the Live Lift Off Report.
• Run above report again at 2.30pm to make we have captured any lifts off up to that point (purely based on lifts for M&S bi weekly report)
• Maintain the Live lift off report by adding new assets to the report as they go off and by updating report with the contractor’s daily reports.
• Updating Mercury with the most recent update.
• Chase Subcontractors for further / improved updates if required
• Call stores where necessary to understand if works have been completed etc
• Send bi weekly report out between 4pm – 5pm on a Tuesday & a Friday.

Insurance Inspections

• Work with the BES team to keep them up to date with assets that have inspection dates that are coming up that will need to be cancelled and confirming compliance dates on equipment. This also involves updating them when an asset comes off or gets added to the report.
• Advise subcontractors of the compliance dates for the equipment on the lift off report to allow the subcontractor to document & advise engineers of status

Daily Job Management

• Chasing up tasks that AMM’s or Service Desk request and providing more information when required.
• Informing AMM’s when they are required to act on tasks, such as approve quotes or if their assistance is needed to chase up a job.
• Chase up all overdue and Invitation to Quote tasks that are currently open on the system with the contractors.
• File any service report documents that are sent it by contractors and forward any recommendations to National Lift Manager for action
• Inform National Lift Manager of any requests to quote from subcontractors and raise these if required.

Required Knowledge, Skills, and Abilities

Proven track record in delivering subcontractor administration in a FM environment Previous experience of Lift & Escalators preferred Educated to GCSE / Standard Grade level Ability to extract, collate and present data relevant to the business Ability to manage conflicting priorities and interests, reconciling, achieving co-operation and building relationships. Ability to work to deadlines without chasing or constant supervision Effective communication skills both written and verbal Confident liaising with subcontractor through telephone, face to face or email Demonstrate strong business and stakeholder engagement skills with the ability to influence at all levels in an organisation including C-level engagements with subcontractors Good working knowledge of the Mercury CAFM including subcontractor portal, asset & PPM and job management  Willingness to work flexible hours PC literate – in particular good on excel