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Facilities Management Administrator
1 month ago
Facilities Management Administrator
Liverpool
6 Month FTC - Potential to extend
We are a family-owned and market leading real estate investment, development, and management business; highly regarded across both commercial and student accommodation sectors, with more than 30 years of experience.
We deliver best-in-class developments, with over £2bn of developments successfully completed to date. We have a further £1.6bn in the pipeline and over £1bn under management.
We are seeking a highly organised individual with strong administrative skills and experienced in supporting dynamic, hands-on teams to join our Facilities team. The ideal candidate will possess excellent attention to detail, exceptional communication skills, and proficiency in various IT Systems.
We look forward to welcoming a dedicated professional to our team who thrives in a fast-paced environment and bring a meticulous and proactive approach to their work.
Key Responsibilities:
General Administrative Functions:
- Prepare financial reports and other documents as required
- Prepare and issue agendas, record and distribute minutes
- Carrying out additional administrative tasks such as filing, photocopying, scanning etc.
- Any other duties as reasonably required from time to time
Contractor / Supplier Liaison:
- Work with the Facilities Managers to support sourcing and set up of both hard & soft service contracts
- Serve as the primary point of contact for both planned and reactive maintenance - including scheduling and completing new supplier forms
- Co-ordinating planned and reactive contractor site visits, including Health & Safety, mechanical & electrical and lift maintenance
- Managing contract reports, remedial works and certifications
Health & Safety Updates / Logs:
- Support the Facilities Managers in updating web-based property Health & Safety compliance systems
- Prepare Health & Safety reports from web-based compliance systems
- Ensure Health & Safety certificates are in date arranging renewals and recertifications as required
- Liaise with Health & Safety providers to provide necessary documents for annual Health & Safety visits, ensuring the PPMs are ready for auditor review
Budget Management:
- Processing invoices & tracking budget expenditure utilising Excel and other online systems
- Assisting Facilities Managers with budget forecasts and reconciliation reports
- Process invoices & track budget expenditures
- Purchase order management
- Monthly recharging
Key Requirements:
- Previous administrative experience is essential, preferably within a property or purchasing setting
- Ability to coordinate with team colleagues
- Must have strong knowledge of MS packages including Excel
- Previous experience handling data inputting
- Have an eye for detail and accurate approach to all work carried out
Benefits:
- Competitive Salary
- 25 days holiday + bank holidays
- Company Pension Contribution
- Gym Access
- Modern Office in the centre of Liverpool’s Business district
- Employee Assistance Program
- Life Assurance Cover
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