Job Description

• To provide clerical and administrative support to the BAML Facilities Projects team to enable the effective delivery of a range of projects and in order to provide a cost efficient, customer-focused service to our clients.
• To support the project management team in the planning, control, delivery and completion of specific tasks within projects for major and minor works.
• To provide direct support and diary / inbox management to the Senior Facilities Manager (Projects)
• To undertake document control tasks in support of the project management team.
• To raise and track quotations, POs and invoices related to scheduled and ongoing projects and monitor receipt of income.
• To oversee the scheduling of project team allocations and monitor performance against programme, targets and priorities.
• To maintain the tracking and ‘dashboard view’ documents including maintaining up-to-date project progress / deliverable tracking spreadsheets and to produce regular progress reports.
• To provide desk-based review and auditing of project documentation including contracts, tender submissions, contractor information and accreditation, Risk Assessment and Method Statements, certification and O&M literature.
• To represent the Projects team at meetings as required.

Monday to Friday-08.30am - 17.30pm

Required Knowledge, Skills, and Abilities

You’ll need to show evidence of the following: Previous experience of working within an administrative or EA role. Significant experience of financial administration, POs and invoicing. An understanding of FM services, document control and project management. In depth and technical knowledge related to facilities management is not required but it is expected that the successful applicant will intend to develop their knowledge and capabilities through their experience in this role. The ability to work independently and manage multiple work streams. Proficient in the use of Microsoft Word and Excel. Previous experience of using CAFM, CAD and finance software packages is desirable but not essential. Good communication. Ensure problems that arise are dealt with and solutions found to ensure delivery to clients. Strong decision maker able to remain thoughtful and objective as well as respond quickly to external events.