Responsible to: Contract Manager
Provides services to: Clients, Suppliers, Management and other staff as req.
Salary: Dependent on skills and experience
Hours: Mon – Fri, 08.30 – 17.00 with 30 min lunch (unpaid) break
Personnel Requirements: A DBS check may be required for this role which the successful applicant will need to apply for and provide evidence of on appointment of the position. Employee must have a full and valid driving license.
Experience/Qualifications: Administration experience essential and experience within a facilities management environment desirable.
Summary
To be accountable for all administrative activities. To included however, not limited to; ensuring both PPM and Reactive works are completed, compliant and invoiced within SLA.
Provide administrative support to departments as required.
Responsibilities
• All legislative requirements are adhered to
• Planning and allocation of tasks to technical team, contractors, directly employed engineers any other third party as required
• Ensure all PPMs are accurate and complete within required SLA’s and records are readily available
• Monitoring of all active jobs (fast Jobs) ensuring planning and escalations are in place as required and the CIFM system is updated accordingly at each stage
• Collate and prepare operational and performance data as required for Calber and Client reports
• Communicate with H&S, Compliance, on site Technical team and Contractors to ensure all RAM’s and Permits are in place as required
• Raise ad hoc POs for parts /labour on behalf of engineers
• Administrate activities and ensuring all files, delivery notes etc are in order
• Prepare and support invoicing accordingly
• Ordering of consumables for paper, cleaning supplies, water, tea, coffee supplies are planned and kept in stock
• Liaising with IT, on site Calber team and FM Team for facilitation of accommodation projects throughout the building
* Ensuring Conference rooms/Conference Centre have been cleaned and set down as required after each event
* Assist distribution of stationery to users on site
* Manage relationships with contractors/booking in of contractors
* Assist exports and post operations
* Lead implementation of Facilities related projects
* Distribute information from Client to Calber team
* Request and evaluate quotes from Suppliers
* Prepare quotes for approval by Client
* Organise procurement of external furniture for events
*Prepare information for Contract Manager for monthly report
*Administer building defects in collaboration with the build contractor
* Provide support for VIP event coordination
* Coordinate with Client on project requirements and progress
* Offer assistance to ECB for events as required
PLEASE NOTE, THESE ARE SOME OF THE KEY RESPONSIBILITIES AND MANAGEMENT RESERVE THE RIGHT TO AMEND AND ADD AS REQUIRED.
Competencies
• Ability to prioritise work effectively to meet business requirements with demonstrable planning and organisational skills
• Attention to detail and high level of accuracy
• Ability to communicate within and across functions at all levels and with confidence
• Ability to adapt to changing requirements
• A determined individual with high standards
• A desire to develop as an individual, willing to embrace new challenges
• A self-starter and able to work autonomously
•Good knowledge of Microsoft Office
* Able to follow processes in line with requirements
It is against the law to smoke inside any Calber premises or company vehicles.
You may smoke within a designated smoking area outside the building.
Complete confidentiality regarding client details and Calber work practices is essential under the Data Protection Act 1994 and if breached, could result in disciplinary action and possibly dismissal.