Facilities Administrator

Facilities Administrator
Central London
Monday - Friday, 09:00-17:30
£27,000 per annum

We are looking for an enthusiastic Facilities Administrator! You will play a key role in the administration of our portfolio, ensuring our work space facilities run smoothly. Monitoring and co-coordinating reactive and planned maintenance works, the Facilities Administrator will review job sheets, monitor service levels, and assist the facilities team with the day-to-day administration of external service providers. You will also assist with the co-ordination of our in-house maintenance team, managing our CAFM system (Elogs), following up outstanding works, uploading job sheets, and purchasing materials.

Responsibilities:

• Manage CAFM system (Elogs), co-coordinating job tickets, ensuring job records are live and up to date
• Be an escalation point for Centre teams and external service providers for resolving maintenance and facilities related issues
• Co-ordinate reactive and planned maintenance works for in-house and external service providers
• Review contractor maintenance reports, job sheets and escalate quoted works as required
• Manage purchase orders and approval of FM related invoices against PO's and contracts
• Process orders and manage supplier accounts for facilities and maintenance consumables
• Manage facilities and maintenance credit card accounts including travel-cards
• Build and maintain relationships with service providers, ensuring delivery is in line with contracts
• Assist with the contract tender process by preparing tender documents, meeting suppliers, and analysing tender returns, always achieving maximum value for money
• Prepare facilities and maintenance spreadsheet reports for the Head of Facilities as required
• Support the facilities team with ad hoc projects as required, including site mobilisation
• Undertake site audits identifying areas of concern and escalating accordingly
• An active contributor to the company 'Green Group' promoting FM environmental initiatives

Requirements:

• Proficient in Microsoft word, excel, outlook and CAFM systems (elogs) - essential
• Facilities or office administration experience in commercial buildings - desirable
• Service provider and client facing experience - desirable
• Understanding of budgets and service provider contracts - desirable
• Knowledge of building services and systems - desirable

Skills and Abilities:

• Excellent telephone and face-to-face communication skills
• Excellent verbal and written communication skills
• Excellent organisational skills, self-motivated and ability to work unsupervised
• Confident hands-on approach with an inclusive personality and a positive can-do attitude
• Ability to work under pressure to tight deadlines or when emergencies arise

About:

Daniel Owen provides the best industry focused recruitment service of temporary, long term and permanent candidates to all roles within the construction, maintenance, and engineering markets

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