Fm Business Support Administrator

Andy File Associates Limited are working as a recruitment business on behalf of our client with regards this permanent position.

Our client is looking for a Business Support Administrator to join them at their Head office in Sheffield. 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 Thursday and Friday 8.00am - 4.00pm

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.

Benefits

• Holiday Entitlement 33 days, including Bank Holidays. All employees are eligible for a long service accrual of 1 day per 5 years of service, up to a maximum of 5 days.
• Bupa Private Healthcare and Cash Plan; available upon successful completion of your probation period, you will have the choice to be opted into their company healthcare scheme.
• Zurich Life Insurance Cover.
• Training- you will receive ongoing core competency training in your respective field of work.

Please note that only candidates with the legal right to work in the UK will be considered for this position. Proof of eligibility will be required at the time of application.