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Facilities Management Administrator

2 months ago

Liverpool UK, Merseyside, United Kingdom Downing Full time

Facilities Management Administrator

Liverpool

Permanent


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