Andy File Associates Limited are working as a recruitment business on behalf of our client with regards this position starting on a 3 months FTC initially.
Our Facilities Management client is looking for a Business Support Administrator to join them at their Head office in Sheffield. This role will start on an initial 3 months fixed term contract basis.
The ideal candidate will have a Helpdesk background and should have experience working in Office Administration including costing and invoicing alongside good IT skills. Any previous experience working within a facilities management or construction environment would be beneficial.
Working Hours: 9.00am - 5,00pm Monday to Friday
Reporting to FM Business Support Manager
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.
-
Support accounts with inputting supplier invoices.
-
Collate, produce and distribute reports from results generated by Subcontractors and send them out to clients.
-
Experience of using a CAFM system such as Job logic, Maximo, Easybuild or similar.
-
Scheduling and keeping up to date the PPM, periodic and inspection records.
-
Dispatching certificates and new O&M style booklets for stores and FM service users.
-
Keeping site addresses and details up to date as they change.
-
Arrange travel and accommodation for staff or customers and other external contacts.
-
Receive incoming calls from Clients and log/raise work orders in CAFM system.
-
Deploy jobs to Technicians via the phone and CAFM system.
-
Update CAFM system with subcontractor work details to ensure the system reflects all works carried out.
-
Process Timesheets by updating CAFM system to ensure Technicians times are correctly allocated to individual jobs.
-
Liaise with staff in other departments and with external contacts.
-
Order and maintaining stationery and equipment.
-
Sort and distribute incoming post and organising and sending outgoing post.
-
Organise and store paperwork, documents and computer-based information.
-
photocopying and printing various documents, sometimes on behalf of other colleagues.
-
Prepare documentation for internal process as per ISO Standards.
-
Liaise with our Health and Safety Forum and Human Resources Coordinator to engage with Learning and Development as necessary.
-
Any other duties which are required by the business and within the scope of the role
Personal Specification
-
A background in Facilities Management or Construction desirable but not essential.
-
Qualifications or Business skills/experience that relate to the position.
-
Experience in costing and invoicing.
-
Excellent Level of IT Literacy.
-
Some experience using Business Software such as Joblogic, accounting software, Coins etc.
-
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. This includes knowledge and understanding of appropriate equipment, legislation, policies and procedures.
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.
Benefits
Holiday Entitlement 33 days, including Bank Holidays pro-rata. 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
