Administrator

5 months ago

Ealing, United Kingdom Landmark FM Full time

Are you looking for an exciting opportunity to take on a new challenge in the facilities management industry? Look no further than Landmark Facilities Management

We are a small, independent business with a growing division and we are seeking a new office administrator to assist our growing team.

we have a full time vacancy at our office in Ealing Broadway for an experienced Office Administrator. It would be a great advantage if you have experience in the facilities industry. _**Salary is negotiable depending on experience.**_

We are looking for someone highly organized, detail-oriented, and capable of multitasking. Your role will be providing essential administrative support that enables other staff members to focus on their core responsibilities. Strong communication and interpersonal skills are also critical for this role.

We are also looking for someone who will ensure the smooth running of a busy office, and support the management team by carrying out office support duties.

**Job Purpose**

To assist in ensuring the smooth and efficient running of administration activities within the companies office, specifically managing the work request and job completion process for work carried out by both internal engineers and external sub contractors.

**Success Criteria**
- Ensure all work requests are actioned and completed within the relevant SLA timescale
- Ensure the work request database is accurately maintained at all times and work request status information is current and accurate
- Ensure all work requests are actioned on the day they are received

**Key Responsibilities**
- Assist with management of help desk, receiving work requests, liaising with sub contractor’s and internal engineers and management of the work request process through to job completion using XRM or similar database system
- Monitor all incoming work requests and produce job sheets and sub contractor work requests as required
- Tracks and follows up all work requests through to completion ensuring the status of any request can be determined at any time
- Liaising with clients and sub contractors to ensure work requests are completed in a timely and efficient manner and information is feed back so the client can be kept informed
- Assist with the preparation of client invoices
- Provides a weekly update on work requests
- Ensuring the smooth running of the office
- Taking accurate messages for senior management

**Other Responsibilities**
- Assist in the production of monthly statistics for work requests and work completed
- General office administrative and duties
- Acting as office receptionist
- Assisting with post room and courier services as required
- Assisting with or carrying out any other reasonable duties for which they have been trained and are competent.
- To work flexibly and be prepared to perform other reasonable duties either at the normal place of work or other Company establishments
- Carry out all duties in a safe manner and in accordance with the Company’s Health & Safety Policies and Procedures
- Present a professional and friendly image to all clients, customers and potential customers
- Chasing payment of invoices

**Person Specification**
- Analytical with good IT skills and knowledge of MS Office products
- Strong administration skills, accurate with a good eye for and close attention to detail
- Be used to working to strict deadlines, working quickly, steadily and consistently.
- Confident with an excellent telephone manner
- Resilient and persistent in chasing people and ensuring that results are obtained
- Can develop robust relationships with sub contractors and internal engineers which enables them to chase people effectively and get results
- Able to monitor and track work requests and chase sub contractors, suppliers and engineers to ensure that appropriate action is taken.
- Good team player with a flexible and pro-active approach to work
- Excellent organizational and prioritisation skills

**Package Details**

Salary : £26,000.00-£28,000.00 per year

Auto Enrolment Pension Scheme(Nest)

Company phone

Company credit card

Hours per week 40 hours

Permanent Contract with 3 month probation period

London based role with Head Office located in Ealing

**Benefits**:
Flexitime

Sick pay

Schedule:
Flexitime

Monday to Friday

Supplemental pay types:
Commission pay

Performance bonus

Signing bonus

Ability to commute/relocate:
Ealing, Greater London: reliably commute or plan to relocate before starting work (required)

**Language**:
English

Spanish (beneficial)

Licence/Certification:
Driving Licence (beneficial)

Work authorisation:
United Kingdom (required)

Work Location: In person

**Job Types**: Full-time, Permanent

**Salary**: £22,000.00-£28,000.00 per year

**Benefits**:

- Flexitime
- Work from home

Schedule:

- Flexitime
- Monday to Friday

Supplemental pay types:

- Yearly bonus

Ability to commute/relocate:

- Ealing: reliably commute or plan to relocate before starting work (

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