Small Works Administrator

Mitie was founded in 1987, Mitie is the UK’s leading facilities management and professional services company, looking after a large, diverse, blue-chip customer base, from banks and retailers, to hospitals, schools and government offices. Mitie has over 77,000 people, 100+ office locations, and thousands of customers across the country, there’s no limit to what you can achieve if you work for us.

**Contract Type**: Permanent
**Hours**: 37.5 per week
**Location: Mitie, T2 Trinity Park, Bickenhill Lane, Birmingham, West Midlands, England, B37 7ES**
**Salary**: £20,000 - £22,000 per year

**POSITION/TITLE: Small Works Administrator**

**DEPARTMENT: Small Works Team**

**COMPANY: Mitie FM Ltd
- Home Office / MoJ**

**RESPONSIBLE TO: ASST SMALL WORKS MANAGER**

**Purpose/Main Functions of Position**

This position will encompass a number of functions and operations, primarily, and where necessary in consultation with the Asst Small Works Manager:

- Raise POs, manage GRN process and deal with invoice queries for Sites relating to Small Works
- Receipting Invoices for payment to our supply chain as part of the P2P process for the business
- Upload of Quotes onto Client CAFM System
- Amendment of WO statuses as instructed by the ASWM
- Assist the ASWM with the generation of reporting for Small Works
- Technical and commercial verification of data associated to the receipting process which includes the review of rates, work orders, and purchase orders, as well as making any necessary amendments to ensure a match is possible
- Administration support of the Small Works Team which will include the purchase of materials, subcontract, plant & equipment and hired Items, providing holiday and sickness cover, when necessary
- Close Interaction with internal and external stakeholders to ensure process is supported
- To work with the system that supports the procurement process, providing assistance to ensuring the accuracy and efficiency of data and communications
- Support with the provision of information in relation to internal procedures to enable the department to add value to the contracts
- Document Collation and Control and General Administration

**Skills, Knowledge and Competencies required**
- Communication skills
- Commercial understanding
- A professional telephone manner.
- Time Management
- The capacity to think ahead, plan and prioritise own workload.
- The ability to work under pressure and meet deadlines.
- Computer literacy, specifically excel
- The ability to work as part of a team.
- The ability to build professional working relationships with internal/external stakeholders.
- Work safely in accordance with the company's current health and safety policy and procedures.
- A positive approach, with the determination to succeed

**Desirable Skills, Knowledge and Competencies**
- Previous experience in a similar role
- FM Industry specific knowledge.
- Previous experience of Maximo
- Security Clearance, Counter Terrorism Check

**Measure of success**
- Reliability in terms of attendance and timekeeping, together with a professional approach to representing Mitie
- Meeting of departmental SLAs set by the SWM
- Departmental administrative housekeeping.
- Organisation of day-to-day work to ensure that all key tasks are fulfilled

You will also be asked to undertake projects and any other duties, which reasonably fall within the scope of the position, and you will also need to demonstrate capacity to develop within the role and take responsibility for driving your own professional development.

**Additional information for internal applicants