Facilities Administrator

2 weeks ago

London, United Kingdom Kingston Smith Full time

As a Facilities Administrator at Moore Kingston Smith, you will play a vital role in ensuring the smooth operation of facilities and maintenance services across multiple locations. This position requires a combination of strong administration, organisational, and communication skills, along with excellent customer service abilities.

Key responsibilities
- Ensure accurate filing of service records on the relevant system, chase contractors for necessary documentation, and maintain an organised filing system.
- Liaise with suppliers, verify invoice details, check coding and ensure auditability of invoices.

Obtain quotes, place orders, process delivery notes, and liaise with suppliers to ensure timely delivery of services and products.
- Ensuring documents are properly filed in the firm's document management system.
- Track and process internal recharges for various services, such as wine, post, and other office services, ensuring accuracy and adherence to internal processes.
- Maintain the supplier list, set up new suppliers, manage supplier relationships, and update relevant databases.
- Own and maintain department procedures and processes, ensuring compliance and efficiency in operations.
- Liaise with internal and external stakeholders, providing excellent customer service and support.

Required Skills & expertise
- Proficient in Microsoft Office Suite (Excel and Word) and general IT skills for managing various systems and software.
- Strong administrative abilities, including organisation, documentation, and task prioritisation.
- Excellent written and verbal communication skills for interacting with customers, suppliers, and team members.
- Prior experience in customer service roles, with a focus on resolving queries and providing satisfactory solutions.
- Ideally, has some experience in the repairs and maintenance sector or a trade-based background.
- Good problem-solving skills to address ad hoc queries and challenges efficiently.
- Ability to work independently, as well as collaboratively within a team
- Understanding of finance processes, including invoice coding, tracking, and reporting.
- Experience in managing processes and procedures, ensuring adherence to standards and continuous improvement.
- Experience in producing reports, KPIs, performance targets, and dashboards using tools like Excel, Power BI, and other reporting platforms.
----------------------------------------
- FLEXIBLE WORKING
We are committed to supporting a positive work-life balance and offer a hybrid working policy that gives our people more freedom to decide when they work and where from. We appreciate how important flexibility around our personal lives is, and our policy considers the needs of our people alongside the needs of the business.

WE'RE AN INCLUSIVE EMPLOYER
We're passionate about inclusion and we seek to attract talented individuals from a wide and diverse talent pool. Our business is made stronger by the different perspectives and experiences of our people, and it's important and in line with our values that we continue to build a workforce which is representative of our society.

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