Office Administrator

Are you looking for an exciting opportunity in the facilities management industry?

Our client, Landmark Facilities Management is a small independent business based in Ealing Broadway.

Due to their success and growing client list, they are currently recruiting an Office Administrator to assist their growing team.

As the successful candidate, you:

• Are highly organised, detail-oriented and capable of multitasking.

• Will be providing essential administrative support that enables other staff members to focus on their core responsibilities. 

• Have strong communication and interpersonal skills, this is critical for the role. 

• Are someone who will ensure the smooth running of a busy office and support the management team by carrying out office support duties.

As the successful candidate, you will:

Assist in ensuring the smooth and efficient running of administration activities within the company's office.

Be managing the work request and job completion process for work carried out by both internal engineers and external subcontractors.

Ensure all work requests are actioned and completed within the relevant SLA timescale

Ensure the work request database is accurately maintained at all times and work request status information is current and accurate

Ensure all work requests are actioned on the day they are received

Key Responsibilities

• Assisting with the management of the help desk, receiving work requests, liaising with subcontractors and internal engineers and the management of the work request process through to job completion using XRM or a similar database system

• Monitoring all incoming work requests and producing job sheets and subcontractor work requests as required

• Tracking and following up all work requests through to completion ensuring the status of any request can be determined at any time and efficient manner and information is feedback so the client can be kept informed

• Assisting with the preparation of client invoices

• Providing a weekly update on work requests

• Ensuring the smooth running of the office

Additional Responsibilities

Assist in the production of monthly statistics for work requests and work completed

General office administrative and duties

Acting as office receptionist

Assisting with post room and courier services as required

Assisting with or carrying out any other reasonable duties for which they have been trained and are competent.

To work flexibly and be prepared to perform other reasonable duties either at the normal place of work or other Company establishments

Carry out all duties in a safe manner and in accordance with the Company’s Health & Safety Policies and Procedures

Present a professional and friendly image to all clients, customers and potential customers

Chasing payment of invoices

You will:

• Be analytical with good IT skills and knowledge of MS Office products

• Have strong administration skills, accurate with a good eye for and close attention to detail

• Be used to working to strict deadlines, working quickly, steadily and consistently.

• Be confident with an excellent telephone manner

• Be resilient and persistent in chasing people and ensuring that results are obtained

• Be able to develop robust relationships with subcontractors and internal engineers which enables them to chase people effectively and get results

• Be able to monitor and track work requests and chase subcontractors, suppliers and engineers to ensure that appropriate action is taken.

• Be a good team player with a flexible and proactive approach to work

• Have excellent organisational and prioritisation skills

• Have A-Level or equivalent (preferred)

• Have customer service: 4 years (preferred)

• Have administrative experience: 3 years (required)

• Driving Licence (beneficial)

• Language: English 

• Spanish (beneficial)

As the successful candidate, our client offers:

• Salary: £26,000.00-£28,000.00 per year negotiable depending on experience.

Auto Enrolment Pension Scheme(Nest)

Company Phone

Company credit card

Hours per week 40 hours

Full-time, Permanent Contract with 3 month probation period

London based role with Head Office located in Ealing, Greater London: reliably commute or plan to relocate before starting work (required)

Benefits:

Flexitime, 

Sick pay

Monday to Friday

If you would like to be considered for this role, please send your updated CV