Address
Form of work
SalaryProvide day to day proactive and reactive administrative services for company owned and leased sites and support larger workplace projects (e.g., refurbs, asset replacements, office moves, new tech), corporate estate and premises used by the group.
Key duties and responsibilities
- Be the first point of contact on the Helpdesk, where possible resolving queries or assigning jobs to relevant colleagues.
- Responsible for raising regular purchase orders from Helpdesk requests, team requests and regular orders, including but not limited to PPE orders, stationery orders, catering supplies, cleaning supplies, archiving boxes and subcontracted works.
- Ensuring that minimum stock levels within the organisation are kept topped up.
- Working with the relevant contractors including trade operatives to resolve internal and external customer queries relating to works orders.
- Resolve day to day customer queries relating to contractor works, and attend meetings as required to provide additional information relating to the administration of contracts and/or functions this would include liaising with regulatory bodies.
- Use of Building Management System including routine adjustments of temperatures in buildings.
- Assist in the creation of staff ID badges, ensure compliance with security and building access requirements.
- Responsible for the issue of parking permits and assist in maintaining the Company’s car park policy.
- Reconciliation of team Company credit card spend to ensure compliance with procurement card procedure and reporting any anomalies.
- Process invoices awaiting payment to ensure these are progressed by those responsible for the programme of works to meet payment obligations. Raise queries and issues relating to invoices and/or work claimed with the relevant parties.
- Effectively maintain accurate records of maintenance information, certificates, timesheets and works related documentation e.g., permanent PPE solutions, the asset information of service contracts which will require cyclical maintenance.
Knowledge, skills and experience required
- Good verbal and written communication skills and the ability to communicate with a wide range of individuals, including contractors and colleagues at all levels face to face, on the phone and via emails.
- A good working knowledge of Microsoft Office packages including Outlook, Word and Excel. Confidence in using data entry and work scheduling systems or similar data software programmes
- Ability to plan own time effectively and work under own initiative whilst meeting strict deadlines.
Working hours
Monday to Friday 37 hours per week
