Contract Administrator

2 weeks ago

London, Greater London, United Kingdom Perfectly Recruiting Full time

Exciting Opportunity to join a high end Facilities Management Company located in Canary Wharf, East London


Facilities Contract Administrator will be reporting directly to the Operations & Facilities Manager, you will support a wide range of departments, including Property Management, Building Management and Engineering.

This role is crucial to ensure that exceptional standards of management are maintained.


This role may, from time to time, involve providing cover for the on-site teams, namely; Property Managers, Helpdesk Co-ordinators and the Move Manager.

Monday to Friday 8.30am to 5.30pm - salary £28,000 per annum.

MAIN RESPONSIBILITIES:

  • Provide general administrative support for the Operations Manager and the wider Vertus Management Team as required.
  • Assist the Engineering Supervisor in organising and maintaining the engineering rota and placing orders for materials and stock through approved suppliers.
  • Assist the Vertus Management Team in scheduling and organising various PPM across the Vertus portfolio. This will include liaising with internal and external engineers and contractors.
  • Conduct various audits on critical operational functions such as the maintenance helpdesk, security deposit release and life safety compliance. To produce succinct and professional reports of such audits for the Operations Manager.
  • To raise and issue work orders and purchase orders. To manage and respond to invoice queries and cross charge request. To support in any other adhoc financial and budgetary administrative tasks.
  • To organise, manage and maintain the Building Management digital filing system, 'SharePoint'. File service reports and various other reports in the correct locations and maintain filing consistency across the Vertus portfolio.
  • To support the maintenance helpdesk as required across the Vertus portfolio. Responding to and managing reactive maintenance requests.
  • To conduct various inspections in support of the Vertus Management Team. Including, but not limited to, inventories, interim property inspections and check out reports.
  • Delivering consistently high levels of customer service at all times to internal and external stakeholders and Vertus residents.
  • To collate all positive and negative feedback from Vertus residents in a feedback tracker. To fully manage and follow up on corrective actions as required with the Vertus Management Team until issues are resolved.
  • To support the Vertus Management Team with administrative duties related to service contracts across the Vertus portfolio.
  • To support the wider Vertus Team in access requests and booking maintenance appointments with residents.
  • To fully manage adhoc (basic) facilities management projects as requested by the Operations Manager.
  • Support the Vertus Project Manager with general administrative duties relating to special projects.
  • To be thoroughly familiar and comply with the Company's Health & Safety policy and procedures and to immediately report any hazards or infringements to the Operations Manager or relevant Building Manager.
  • To prepare as necessary and when required any minutes arising from meetings and distribute to the relevant personnel.
  • To carry out any other reasonable duties as requested by the Operations Manager.
  • To arrange meetings and maintain the Operations Manager's diary.

What We Require of You:

  • Previous experience of working within a property environment is desirable with excellent administrative skills in a support role.
  • Good computer literacy, with strong Excel skills. Yardi experience would be advantageous.
  • Must have exceptional communication skills, both spoken and written. Able to liaise across varying levels of seniority with ease.
  • Ability to work autonomously and manage projects/tasks through their lifecycle to completion.
  • To be able to show outstanding time management and multitasking skills.
  • An excellent eye for details is required together with excellent organisational skills.
  • To be a true 'team player', willing to support across the business as required.
  • To be able to show proactivity, resilience, confidence and exceptionally high levels of customer service.

What We Offer:

Diversity and Inclusion:

Flexible Working:

Learning and Development:

Other Benefits:
Early Applications are encouraged

Perfectly Recruiting

Job Types:
Full-time, Permanent

Salary:
£28,000.00 per year

Schedule:

  • Monday to Friday

Experience:

  • Procurement: 1 year (preferred)
  • Purchasing: 1 year (preferred)

Work Location:
In person

Reference ID:
CWCA/28

Expected start date: 07/08/2023

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