FM Team Administrator

MAPP is the UK's leading specialist in commercial property and asset management, with over £30bn+ of property under management for a variety of UK and overseas Fund Managers, REITs and other property owners.

MAPP believes that property management can be a force for good. That's why we make buildings work, not just for profit, but for people and the planet too. MAPP has created V1.0, V2.0, V3.0 and V4.0 framework of Property Management, to help clients and occupiers navigate the new landscape, and to ensure we deliver a fully integrated and holistic approach.

Most job descriptions read like a recipe without a clear picture of what the final product looks like. We want to give you a picture of who we are and the role we are looking to fill. If this position excites you, and you think you could make a difference at MAPP, do apply, even if you don't satisfy every single criterion. We want to work with people who are awesome in an organisation that makes a difference, do a job that adds value and be rewarded for all our effort in a great place to work.

At MAPP, we want to make the real estate industry a career path where everyone feels both welcome and wanted. We're proud of our progress so far, but we're constantly reevaluating how we can make sure the best people, regardless of gender, ethnicity, sexuality, nationality, background or neurodiversity, can see themselves excelling at MAPP.

Our MAPP values underpin everything we do. We were the first national real estate consultancy in the UK to become a B Corp. We want you to learn and grow, to challenge yourself and be the best you can be. As an organisation, we are growing, and have done so for the last five years. We promote about 10% of our office-based roles in a year. We have fun together with events and opportunities to connect, grow and learn with charity days and fundraising events for our communities, as well as study days that broaden our professional horizons.

This role gives you the opportunity to be a part of our effort to do something a little bit special in property management, and we would love for you to apply. We are always on the lookout for great character – that is what makes us MAPP people. If that is you, we would love to meet you

Title : FM Team Administrator - Birmingham

Team : Central FM

Who Does This Role Report Into? Procurement and Projects Manager

Role Summary / Purpose and Scope

This is an administrative role based within the Procurement Department, with a split focus on supporting the both the Procurement and Transition Team.

The successful candidate will assist both the Procurement and Transition teams with all procurement processes and operational activity. They will provide administrative support for the onboarding and offboarding of properties and portfolios. This includes managing day-to-day procurement tasks to ensure smooth operations.

Travel to London may be expected from time to time.

Skills (People & Technical)

• Support the Procurement and Transitions team by maintaining inboxes.
• Responsible for data integrity of contract databases and other data management tools. Make changes as required to enhance accuracy, usefulness and access.
• Administer contracts and supplier files to ensure compliance with MAPP and client requirements, ensuring that an efficient electronic filing system is maintained and that the filing of documents is kept up to date and are accessible when required.
• Assist with the DocuSign process for raising Framework Agreements, Contract Orders, Variations and Terminations ensuring all documents are signed and filed electronically.
• Assist in onboarding incumbent and new vendors that meet MAPP compliance requirements in the required timeframes.
• Monitor the Transitions response sheet and use this information to send out comms, update systems and notify the wider business of Sales and Purchases.
• Ability to perform the above tasks independently when required, prioritising urgent work and adapting your schedule to meet business demands.
• Utilise experience and knowledge to improve administrative systems and workflows.
• Strong computer skills to ensure that day-to-day tasks are managed efficiently.
• A keen eye for detail, ensuring processes are followed and any gaps in information or data is identified and escalated to the relevant people.
• Monitoring statutory and internal compliance, including meeting MAPP policies and procedures, RICS and ISO standards and any statutory timelines and escalation requirements. Compliance with Health, Safety and Environmental legislation including ISO 14001 and ISO 45001

Values & Behaviour

• Exhibition of MAPP Values :Avoid Ambiguity, Appreciative, Adventurous, Authentic and Accountable
• Self Management including showing initiative, being proactive and meeting deadlines
• Embracing Change including Technology
• Engaging with the Big Picture
• Great service delivery including working in partnership with internal and external individuals and good communicating in written and verbally
• Achieving Results and Prioritise Work
• Innovative Solutions and Problem Solving
• Developing Self and Others and willing to Learn
• Interpersonal and Relationship skills capable of communicating at various levels including meetings with occupiers, client, supplier and wider stakeholders.
  Strong written and verbal communications including report writing

Level of Experience / Certifications:

• Experience of working in a similar role
• Strong knowledge of Microsoft and Google Products
• Computer Literate

Working Hours: 9am - 5.30pm Monday - Thursday & 9am - 5pm Friday

Salary Range (Based on Experience)

£28,000 to £30,000 per annum, depending on experience.

We believe property management can be a force for good. That's why we make buildings work, not just for profit, but for people and the planet too.