Location: London / Hybrid Working
Salary: £30,000 – £35,000 per annum
Working Hours: Monday to Friday, 08:00–17:00
Contract: Temp to Perm
Role Overview
We are currently recruiting for an experienced Administrator to support a major facilities management contract based in London, with the role primarily based in London alongside hybrid working.
This is a varied administrative position supporting site management and contract delivery teams with quotations, purchase orders, subcontractor coordination, compliance administration, reporting and general contract support.
Key Responsibilities
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Prepare and submit quotations, ensuring supporting supplier quotations and relevant documentation are accurately referenced.
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Raise, manage and receipt purchase orders using CAFM systems.
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Maintain accurate quotation, purchase order, compliance and operational trackers.
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Update contract information and documentation within Microsoft SharePoint, Teams and internal systems.
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Support the scheduling and closure of approved works and quotations.
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Liaise closely with Contract Managers and Site Managers to ensure approved works are allocated and completed.
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Upload supplier quotations, completion evidence, subcontractor job sheets and supporting documentation to document management systems.
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Maintain accurate records to support billing, auditing and commercial processes.
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Assist with maintenance schedules and ensure key planned preventative maintenance dates are monitored.
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Liaise with subcontractors, suppliers and internal stakeholders regarding additional works, consumables and reactive maintenance requirements.
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Ensure reactive works, additional works and consumables are correctly recorded separately from core planned maintenance activities.
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Check supplier and subcontractor documentation is current and compliant.
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Support quotation authorisation processes and monitor outstanding client approvals and purchase orders.
Skills & Experience
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Previous administration experience within a busy commercial or operational environment.
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Strong organisational skills with the ability to manage multiple priorities.
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Excellent attention to detail when preparing documentation and maintaining records.
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Strong written and verbal communication skills.
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Good working knowledge of Microsoft Office, particularly Excel, Word and Teams.
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Experience using CAFM, asset management or similar operational systems.
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Confidence communicating with suppliers, subcontractors, clients and internal stakeholders.
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Ability to work independently and manage changing operational requirements.
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Strong record-keeping and document management skills.
Desirable Experience
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CAFM systems
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Document management systems.
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Purchase orders and quotation administration.
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Supplier and subcontractor coordination.
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PPM and reactive maintenance environments.
This is an excellent opportunity for an experienced Administrator looking to join a fast-paced contract environment where they can play an important role in supporting operational and commercial delivery
