Administrator/Helpdesk Support

Skills & Competencies

• Strong knowledge of Microsoft Office, Excel- able to provide Pivot Tables of Data analysis, PowerPoint, Prepare Presentation Slides from input from FM Managers, Word- Report Preparation and formatting.
• Experience in an admin support role, ideally in facilities or services admin role
• Good communicator, written and verbal skills
• Excellent telephone manner and interpersonal skills to support clients, suppliers and staff
• Embraces collaboration and adapts to change and fast-paced industry.
• Demonstrate an ability to multi-task and ability to solve problems
• This is a responsible and demanding position requiring excellent organisational skills and a solid ability to coordinate technical staff and contractors.
• Experience of working with CMMS / CAFM systems -preferrable
• Service coordination of multi-disciplined mobile staff and contractors over multiple sites.
• Flexible to support as business requires across all functions.

Key Responsibilities

• Familiar with ERP Finance Systems
• Raise Purchase Orders
• Excellent Telephone skills to proactively manage Supplier invoices and quotations to support client invoicing requirements
• Schedule planned works across all customer sites
• Respond to reactive requests from customers and schedule staff / contractors accordingly
• Advise customers of upcoming service works
• Compile service reports, upload to CMMS ( FM software ) and issue to customers
• Assist FM Operations to Monitor and manage contract performance against SLAs and KPIs
• Assist FM Operations to manage reactive works for multiple minor contracts
• Assist FM Operations to issue quotations for reactive / minor project works
• Sign off & approve supplier invoices for payment
• Assist FM Operations to manage client relationship contracts
• Interact with customers in a knowledgeable, confident, and professional manner
• Assist with mobilising new contracts and manage site set up
• Work within health and safety rules & guidelines, and quality control and environmental procedures
• Identify and implement innovations that will improve service delivery
• Work with and support FM Operation Managers
• Attend and contribute to weekly planning & Scheduling meeting as required
• Prepare and Provide quotations for works ,
• Mark up work orders using agreed Commercial rates
• Drive Suppliers to provide full back up of information for invoices, manage suppliers to meet standards .
• Sourcing & Requesting PO’s for completed works in a timely fashion
• Uploading POs to work orders
• Sending on FLEXÉIR & contractors PPM service reports
• Assisting FM in Approval of invoices from contractors on MCG and NetSuite
• Assisting FM invoicing
• Assisting FM in Providing customer progress reports, monthly written reports & attending monthly meetings & recording minutes
• Assisting FM in Assign & schedule works for techs on Planning Meetings
• Job Type: Permanent