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Schedule and coordinate all subcontractor PPM visits across the BNP portfolio.
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Liaise with subcontractors to confirm attendance, issue RAMS, and ensure timely delivery of service reports.
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Monitor completion rates and escalate delays or issues to the relevant Contract Manager.
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Support the quotation process by liaising with Contract Managers and suppliers.
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Issue approved quotes to clients and raise purchase orders to contractors or suppliers.
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Track progress of extra works and ensure timely completion and documentation.
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Act as the first point of contact for the client for all administrative queries and updates.
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Provide timely updates on scheduled works, ETAs, and completion reports.
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Maintain a professional and responsive communication standard at all times.
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Upload all service reports, RAMS, and completion documentation to the client’s compliance system.
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Ensure all documentation is accurate, complete, and submitted within required timeframes.
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Support internal audits and compliance checks as required.
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Work closely with Contract Managers and the Facilities Manager to ensure operational targets are met.
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Provide administrative support to the wider operations team as needed.
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Contribute to continuous improvement of administrative processes and client service delivery.
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Proven experience in a similar administrative or coordination role, ideally within FM or building services.
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Strong organisational and time management skills.
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Excellent communication skills, both written and verbal.
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Proficient in Microsoft Office and confident using client compliance portals.
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Ability to manage multiple priorities and work to tight deadlines.
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A proactive, solution-focused approach with strong attention to detail.
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Experience working with subcontractors and managing PPM schedules.
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Familiarity with CAFM systems and document control processes.
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Knowledge of health & safety documentation (RAMS, service reports, etc)
