Andy File Associates Limited are working as a recruitment business on behalf of our client with regards this temporary vacancy opportunity.
Our client is looking for an Administrator to join them on a temporary basis at their Head office in Sheffield. This role is ongoing and the ideal candidate should have experience in Office Administration and have good IT skills. Any previous experience working within a facilities management environment would be beneficial.
Reporting to FM Business Support Manager
Working Hours: 9.00am - 5,00pm Monday to Friday with 30 mins unpaid for lunch
Job Description
· 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;
· Experience of using facilities management (FM) software package such as Job logic, Maximo, Easybuild, or similar would be advantageous but is not essential
· Scheduling and keeping up to date the planned preventative maintenance, periodic and inspection records;
· Keeping site addresses and details up to date as they change;
· Liaise with staff in other departments and with external contacts;
· Arrange travel and accommodation for staff or customers and other external contacts;
· Receive incoming calls from Clients and log/raise word orders in the FM system;
· Deploy jobs to Technicians via the phone and FM system;
· Update the FM system with subcontractor work details to ensure the system reflects all works carried out;
· Process Timesheets by updating the FM system to ensure Technician times are correctly allocated to individual jobs;
· Liaise with staff in other departments and with external contracts; and any other duties which are required by the business and within the scope of the role
Personal Specification
· Skills and experience working in a busy administration role is essential together with good IT skills
· A background in Facilities Management or Construction is desirable but not essential
· Ability to use own initiative, working accurately with policies and procedures
· Prioritise workload and meet deadlines with attention to detail
· Written and Verbal communication skills
Key Performance Indicators:
· Technical skills and application- Demonstrates knowledge and application of the skills required for this position.
· Continuous quality improvement- Commitment to ensuring quality services are delivered to both internal and external clients through continuous improvement activities
· Customer service- Excellent communication and interpersonal skills including demonstrated experience in liaising with a wide range of internal and external clients.
· Teamwork and communication- Demonstrates ability work with a diverse team or participate as an active member of a team, consistent with the philosophy and policies of our client.