Facilities Management Support Administrator

1 month ago

London, United Kingdom Catch 22 Full time

Our client based in Canary Wharf E14 are currently looking for a **Facilities Management Support Administrator.**

Purpose of the job of the Facilities Management Support Administrator:
To carry out the FM procurement process on behalf ofour client, ensuring a cost efficient and timely delivery of paper, general stationery, office supplies and 'ad hoc' purchases, including purchases under the Homeworker package. Support the FM area re thirdparty contractors and services ensuring a cost effective and efficient service is always provided to our client. Managing the Reactive repair process throughChangegear, allocating work tasks as required. Assist the Health & Safety Support Co-ordinator as required.Supervise and manage the reception area and mailbox together with the companymailbox and all meeting room bookings and the provision of services requested including in-house refreshments and third party ordered or collected food and external hospitality servicesrequired. Maintain all necessary controls re the security of the Companies assets and documents. Provide management support in covering CCTV and site Access Control. To manage any third party supplied support as required.

Key Activities:

- Administration/Statistics/Management Information. Provide statistics and key management information on all FM processes, including regular monthly reporting as per the FM Governance review document. Liaison with IT on all FM systems includingChangegearonreactive issues andCondeccore Reception and Meeting Room bookings and hospitality requirements.
- Procurement/Purchasing Paper, Toner, Stationery, DSE, Office Equipment, General Stationery & Supplies. 'Ad Hoc' credit card purchases, including those required under the Homeworker package. Sage Expense approval etc.
- Purchase Orders. Document all purchases for record and reconciliation purposes.
- Budget Process:Providing assistance tothe FM & Resilience Manager re Budget Forecasting, Reconciliation, Year End Accruals and Quarterly Reporting.
- Review of all jobs issued onChangegear.Allocate as necessary to FM colleagues or to third party Contractors.
- Review and add all meeting room bookings and services. Review and report on 'hot desk' bookings.
- Supplier Due Diligence. To carry out Supplier security review visits, maintaining a good working relationship and ensuring allour clients'confidentially documents are signed.
- Supplier Database, to keep, update and maintain on a regular basis, uploading documents for all Facilities Management contracts including Hospitality, HotelAccommodation, Post, Photocopying and Premises contracts.
- Health & Safety - Third Party Contractors. Ensure that the Facilities Management support staff keep anup to dateregister of all documents, allof our clients'requirements including insurance details, necessary to issue 'Permits to Work' and request regularupdates from Contractors.
- Access Control System/CCTV. Day to day management re leavers & starters.
- Arrangement of Contractors Passes, Comms room access for IT etc.

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