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Finance and Facilities Coordinator
1 week ago
This role is to be the FM department's first point of contact for administration and finance and to deputise for the assistant facilities manager when appropriate.
They will also manage legal, financial and commercial risks and opportunities, manage and deliver specific commercial policies and procedures and provide general commercial support as required across a wide range of projects and contract accounts on a global scale.
Your responsibilities will include:
- Raising purchase orders on the Mace finance system; annual and reactive.
- Monitoring to ensure accurate tracking and receipting of invoices.
- Processing BACS payments and credit notes.
- Assisting with budgets, AFEs and Project finance.
- Assisting with supplier setup/onboarding process.
- Managing, tracking, and updating contract documents.
- Supporting supply chain process and management.
- Building and maintaining good relations with Mace and client employees.
- Assisting with FM enquiries and managing FM24 helpdesk jobs and escalations.
- Overseeing minor contracts including organising quarterly meetings.
- Archiving of FM documents.
- Monitoring incoming utility invoices and uploading data to the external platform (Greenstone).
- Uploading vacancies to the Mace system.
- Troubleshooting waste reports.
- Booking additional waste collections.
- Collecting and inserting waste data into Mace system.
- Supporting biannual ISO4001 audits; including updating EMS documentation prepare regional management reviews.
You have some previous finance experience and knowledge of the FM sector. You have experience leading or training team members. You have a good working knowledge of MS Word, Excel and PowerPoint.
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