Job Overview To provide a high level of on site support to the Account team and onsite engineering team, ensuring Planning and Scheduling efficiencies to maximise operational delivery capabilities for our client. To ensure effective processing and accurate inputting of all operational paperwork for financial and compliance requirements using the business systems through the main administration processes. Manage and audit all Sub Contractors paperwork for financial and compliance requirements. Main Duties To assist in carrying out all Administration Processes and tasks relating to the account. Accurately file all on site records and log books manually as per site rules and responsibilities, followed by scanning manual documents and file electronically as per business policy and procedures. Ensuring operational paperwork is to corporate standards. Raise Purchase Order Requests and uplifts through the SAP / Maximo finance system and carry out the goods receipting process of orders raised for Reactive, Quoted and Planned Maintenance works. Check Engineer and Contractor Work Record Sheets where queries are reported and liaise with both Mitie approved suppliers and client managed service providers. Ensuring all compliance certification is correctly completed and processed to the appropriate method of recording the certificate. The timely completion of all uploading of paperwork as required by the business. Send regular chasers to ensure timely completion of customer works Replying to non-technical queries from the customer. Maintenance of the quotation tracker, in order to ensure quotation turn around is kept to a acceptable level. Use of customer portal to report when jobs have been completed and uploading of the necessary documentation to the customers system to support billing. (Where applicable) Reporting requirements form the company CAFM system for the weekly and monthly reporting suite for presenting to the client in relation to performance. The scheduling of onsite engineers on a daily basis, ensuring that the clients priorities and requirements are met and to ensure there is no risk or impact to the clients business activites. Scheduling of Mitie approved suppliers and client managed service providers into site, in line with site rules and procedures, ensuring all RAMS and required permits are ready for the arrival date. Issuing of permits on site to contractors as they arrive on site to allow works to be carried out efficiently, in the absence of the Facilities Manager. Completion of regular contractor audits to ensure that site rules and procedures are being adhered to. Attend daily client huddle meetings on site when the Facilities Manager is unable to attend and report back any updates for the onsite team. Where required, materials to be collected from local suppliers and site vehicles to be taken to the clients appointed service provider. What we are looking for Administration experience essential. Relevant experience of financial systems together with Microsoft packages Excellent data entry skills Financial Awareness Must have a flexible approach to working A knowledge of the hard services and facilities management sectors is desirable Ability to manage own time and prioritise workload Relationship building skills – in particular to be a self-starter willing to take the initiative when necessary and excellent ability to work well within a team structure, and support and guide team members as required Ability to work on own initiative to a high level of accuracy and to meet deadlines Customer Care - Capable of delivering results and meeting customer expectations Ability to generate, develop and present ideas and suggestions for improvements in order to achieve more effective working practises Attention to Detail IOSH and general health and safety awareness Driving License