Maintenance Administrator

Overview

We are currently recruiting for a Maintenance Administrator on behalf of a Building Services Engineering company based in London.

Established over 30 years, they have a team of over 50 engineers and offer installation, maintenance and repair services to a range of sectors including commercial, educational, healthcare, industrial, leisure, residential and retail.

As the Maintenance Administrator, you will be required to action all requirements as instructed by the Directors, Contracts Managers, and Subcontract Administration Supervisor in a timely, accurate, efficient, and client-focused manner, and work within our maintenance team to serve our many clients with the highest standard of professionalism and the responsive service that they very rightly deserve. Also, to liaise with and lend support to fellow staff.

To prepare all required correspondence as requested by the Directors, Contracts Managers, Contracts Supervisors, and Subcontract Administration Supervisor including, but not limited to subcontractor renewal and remedial quotations, correspondence, subcontract orders and site attendances, the commercial and contractual control of our contracted works, contractor correspondence, communication, planning and control of contract orders, RAMS, compliance and planned site attendances, setting up new contracts, renewal contracts, correspondence with in-house staff, subcontractors and clients, raise subcontract purchase orders, book site attendances, scheduling out of hours site attendances with the attending engineer, as well as updating and maintaining records on clients’ systems and company systems.

This role is working Monday to Friday, 9am – 5:30pm with a 1 hour lunch break. Perks include 25 days annual leave plus bank holidays, pension, healthcare etc.

Responsibilities

• The co-ordination and facilitation of new tenders, contract initialisation, contract renewals, and contract completions.
• To liaise with clients, managers, staff, and sub-contractors as instructed for all site attendances.
• To pass all remedial actions over to the helpdesk team to log and progress required as noted by subcontractors following a maintenance visit.
• To follow-up with engineers and sub-contractors that planned works have been carried out, and to ensure all reports, etc. are received.
• To ensure that systems (e.g., Planet FM Enterprise) and Elogbooks (or other client portals) are reviewed to ensure all SLAs are met and contract compliance is achieved.
• To review and challenge (where necessary) all costs to ensure the orders placed are cost effective, contractually compliant, and within budget.
• To check and validate subcontractors’ and/or suppliers’ invoices immediately upon receipt, and then authorise the same for processing by the Accounts team.
• To carry out any task as may reasonably be requested in order to assist with the smooth running and progression of the business.

Skills & Attributes

• Ideally experience in a similar role.
• Experience working with an engineering or construction background would be beneficial.
• Experience in working within a high-volume and fast paced environment.
• A team player with a high level of self-motivation and organisational ability.
• Excellent interpersonal, written and verbal communication skills.
• Competent in the use of computers and data handling including Microsoft Office systems.

Note:- Apex Resourcing Solutions are acting as an Employment Agency