Job Specification

The Role

• To provide a first class Facilities helpdesk service to the centralised offices ensuring the helpdesk is covered during core hours and all job are logged with relevant contractor/landlord as soon as possible
• To manage FM helpdesk repairs database reviewing all outstanding jobs, updating customers/contractor as required and closing job promptly
• To ensure contractors meet the FM SLA for each repair request, escalating where necessary
• To ensure all office and commercial property Health and Safety statutory compliance is completed and updated in advance of expiry dates on the statutory compliance database
• To ensure all office Health and Safety statutory compliance actions are logged with the relevant contractor/landlord as soon as possible
• To ensure all Health and Safety statutory compliance documentation is obtained from relevant contractor or landlord and saved in the office/commercial property folder
• To ensure all Commercial property Health and Safety statutory compliance and actions has been completed by the sub-tenants with documentation provided    
• To identify opportunities to deliver excellent customer service by seeking improvements to current processes and ways of working
• To ensure all suppliers are registered on the Oracle finance system and all works requested are supported by an Oracle purchase order number
• To regular check the Oracle finance system to review and close where able purchase orders promptly
• To raise the Commercial office rent, service charge, insurance and other invoices on the Oracle finance system
• Provide postal duties support/cover to the Facilities Post Administrator including processing incoming/outgoing post
• Input office/commercial pro-forma details on Opendoor
• To ensure that time is managed effectively
• Maintain up-to-date record of data of information, contracts and contacts for all office buildings
• To carry out the business rates process ensuring invoices are processed promptly to the local administration team/business manager
• To process head office facilities services administration/invoices covering archiving, taxi and kitchen supplies

The Person

• Relevant administration experience
• Excellent verbal and written communications skills and interpersonal skills
• Good numerical and analytical skills
• Competent user of Microsoft Office Applications
• The ability to organise and prioritise work, meet deadlines, work under pressure and handle a number of tasks simultaneously
• Ability to work accurately and a good eye for detail
• Able to work as an effective team member with minimum supervisioAbility to deal with sensitive information, maintaining confidentialitProactive approach to resolving problems
• Initiative and self-motivation to achieve results