Facilities Administrator - Manchester, United Kingdom - Resourcing Group

Resourcing Group

Verified Company

Manchester, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Join the world's leading commercial FM, Property & real estate company

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Undertake the coordination and planning of FM activities and to assist the Facility Managers with the day to day administration, Planning of Works, Requesting and Receipting of Purchase Orders.

Respond in a timely manner to client verbal and written requests responding to and directing queries as appropriate

Ensure timely and quality service delivery to clients through work order management system (CMMS) adhering to MSA KPIs

Follow up with clients to ensure customer satisfaction

Be customer focused with a proactive attitude combined with an ability to communicate effectively under constant pressure with a multitude of stakeholders

Monitoring reactive job requests to ensure timely completion, escalating any issues to the Facilities Manager / Regional Manager

Liaise in the co-ordination of specialist sub-contractor and engineers planned maintenance visits & reactive call outs.

Interpret and log requests, inputting details into an in-house system, providing and tracking regular updates to the status of the request through to work complete status in line with Service Level Agreements (SLAs).

Sort and dispatch calls to engineers or sub-contractors based on the correct skills sets, geographical location and service delivery arrangements.

Re-plan/assign as required to manage workload and priorities of response.

Ensure site risk assessments and specialist sub-contractors risk assessments are in place before work commences and up to date, along with associated insurances

Update maintenance management schedules, equipment lists, and dispatch matrix under direction of Facility Managers.

Log hazards and Near Misses and support QHSE/compliance audits and programmes with eLogbook updates

Tracking quotes from request to completion for extra works

Maintain customer PO records, work orders, proposals, and department files.

Run weekly report on open work orders and check status with the appropriate Technician or vendor. Close work orders on a weekly basis.

Create files for new vendors and check accuracy on all completed paperwork submitted by new vendors.

Train new vendors on company billing procedures.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE
Knowledge of all FM aspects with minimum of two to four years of related experience and/or training. Experience of CMMS preferred.

COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common enquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal group. Ability to build and maintain excellent customer and service partner relationships.

FINANCIAL KNOWLEDGE
Requires solid knowledge of financial terms a terms and principles with hands on related operational experience.

Resourcing Group is acting as an Employment Agency in relation to this vacancy.