Small Works Administrator

3 weeks ago


Exeter, United Kingdom Fifields PS Ltd (Ftec) Full time

Fifields PS LTD carry out all aspects of planned and reactive maintenance, mechanical and electrical installation and refurbishments for commercial clients across the South West.

We are expanding our team and recruiting for a **Small Works Co-ordinator** to provide a first line of response to our clients and admin support to Project Managers and Engineers.

**If you are looking to progress your career and grow alongside the company as we unfold growth plans alongside other affiliated companies, then this could be the role for you**

The key function of the role will involve liaising with clients, installers and suppliers to ensure the company delivers a smooth and efficient service. In addition, you will also assist the Directors and Managers with the day to day administrative control of the business.

**Key responsibilities**:

- Diary management of planned maintenance contracts
- Scheduling engineers and sub-contractors for reactive and planned maintenance and project work.
- Ensure that clients are updated with any changes and any remedial work required
- Assist Project Managers with the organisation of labour, materials, and administration for projects.
- Data entry for the accounts payable invoices and end of month reconciliation (in-house training provided)
- Acquiring prices for building materials and placing of orders.
- Managing on/off hiring of plant materials.
- Monitoring levels of stock held in house and re ordering when required.
- Liaising with 3rd party contractors for quotes and bookings.
- Maintain the office process, filing/archiving system in both hard and electronic format.
- Raise invoices/statements and assist with credit control process.
- Maintaining historic and current work order history.
- Processing timesheets of internal staff for payroll and managing holiday requests.
- Proactively ensure the smooth running of all office systems, utilities and services, ordering supplies when necessary.

**Required Skills and Abilities**:
Essential:

- Proficient level of computer literacy using; Microsoft Word, Outlook and Excel to produce reports, correspondence, documents, databases and spreadsheets.
- Ability to multitask and monitor and control various workstreams in progress.
- Good time management.
- Ability to work under own initiative and with mínimal supervision.
- Ability to communicate comfortably verbally and with site supervisors and managers.
- Organised and responsive to changing priorities and schedules.

Desirable:

- Knowledge and awareness of contract PPM and reactive maintenance.
- Awareness and understanding of legislation in relation to building management and facility maintenance operations.
- Sound knowledge of health and safety requirements.

In addition, we offer a collaborative, friendly environment to learn and progress individually and as part of a growing group of affiliate companies.
- 20 days holiday (plus bank holidays)
- Company pension scheme
- Company events
- Annual bonus scheme
- Training and development opportunities

**Salary**: £25,000.00-£28,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Company pension

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Bonus scheme
- Yearly bonus

Ability to commute/relocate:

- Exeter: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Reference ID: Ftec-2023 SWCO
Expected start date: 06/03/2023



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