Administrator - Newcastle upon Tyne - Cambridge Maintenance Services Ltd

    Cambridge Maintenance Services Ltd
    Cambridge Maintenance Services Ltd Newcastle upon Tyne

    3 days ago

    Description

    About Cambridge Maintenance Services Limited


    Cambridge Maintenance Services is a nationwide supplier of mechanical and electrical building services maintenance with over 34 years of experience in delivering its building services maintenance to the corporate, healthcare, education, retail, transport and manufacturing sectors. It also ensures optimum energy efficiency for every property portfolio it manages.

    We are experts in delivering compliant, safe, and efficient workplaces. Our nationwide building services maintenance solutions span the corporate, healthcare, education, retail, transport, and manufacturing sectors. Using advanced technology and data, we provide cutting‑edge maintenance services that are trusted by major managing agents and independent clients alike. As a multi‑award‑winning business, our local teams are dedicated to providing personalised FM services that meet your specific needs.

    Administrator Job Description


    Cambridge Maintenance Services are looking for a reliable and highly organised Client‑Dedicated Site Administrator to be based full‑time on one of our clients' sites. This role acts as the primary administrative and coordination point between the client, engineers, subcontractors, and internal CMS teams.

    You will be responsible for managing day‑to‑day administrative support for the contract, ensuring client instructions are logged accurately, works are scheduled and tracked efficiently, and all systems and records are kept up to date. The successful candidate will be professional, adaptable, detail‑oriented, and comfortable working in a fast‑paced, client‑facing environment.

    Key Responsibilities

    • Acting as the dedicated on‑site administrative contact for the client
    • Ensuring all client instructions, requests, and communications are accurately logged
    • Dealing with incoming calls and emails promptly and professionally
    • Allocating jobs to engineers and issuing purchase orders to subcontractors as required
    • Recording all communication and job updates on CMS systems and relevant client portal
    • Liaising daily with engineers, subcontractors, Contract Managers, and internal teams
    • Chasing updates, completion paperwork, and required documentation
    • Maintaining a contract planner to track planned and reactive works and KPIs
    • Resolving queries relating to invoices for reactive and/or PPM works
    • Running regular and monthly reports for the contract
    • Renewing and amending contract documentation where required
    • Supporting changes to contract requirements
    • Escalating issues where a satisfactory resolution cannot be achieved or management input is required
    • Delivering a consistently high standard of customer service while remaining calm and professional

    Location


    Eldon Square, Newcastle

    Hours Of Work


    Monday - Friday

    Essential Skills & Qualifications

    • Previous administration experience (minimum 1 year)
    • Strong organisational skills with effective time management and the ability to multitask
    • Comfortable and professional communicating via telephone and email
    • Strong attention to detail with accurate record‑keeping
    • Good MS Office skills, including Excel, Word, and PowerPoint
    • Ability to work under pressure in a fast‑paced environment
    • Flexible and adaptable to changing priorities and client requirements
    • Proactive, calm, and considered approach to problem‑solving
    • Able to produce professional written communication
    • Strong interpersonal skills when liaising with clients, engineers, and subcontractors
    • Good numeracy skills
    • Standard Grade qualification in English or equivalent

    Desired Skills & Qualifications


    What we offer

    • Competitive holiday Allowance
    • Access to 360 wellbeing health benefits and retail discounts
    • Pension enrolment after 3 months service
    • Access to training
    • Development opportunities

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