Facilities Administrator - London, United Kingdom - Macdonald & Company

Macdonald & Company

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Macdonald & Company are delighted to be working with a Central London Property Consultancy who are looking to appoint a Facilities Administrator.

The business have been expanding in recent months and this role further grows their FM department.

The purpose of the position is to provide administrative support to the Head of Facilities Management and the FM team.

You will maintain the efficiency and administration systems, looking to improve and develop where necessary.

You'll take ownership of the Facilities Team, CAFM and Health & Safety systems and be a central point of contact for the FM team.

You will be required to be in the office 5 days per week and travel to sites across London as and when required.

Key Responsibilities

Raise purchase orders and take responsibility for highlighting renewal dates to the FM team
Attend tenant occupier meetings, take accurate minutes and circulate if required
Liaise with third party supplier/contractors, assist the facilities managers with monitoring performance against KPIs
Maintain and develop the contracts database for the property portfolio
Support the Facilities department in delivering a consistent and efficient service across the sites ensuring that all PPM schedules are up to date
FM Helpdesk management, monitoring and responding to job requests, including liaising proactively and reactively with the facilities team and service partners
Maintain internal systems and workflow and advise Building Management Team on administrative best practice
Manage the Head of Facilities diary
Manage the Head of FM and Facilities Teams monthly expenses

Knowledge, Experience and Qualifications

Office administration experience: writing agendas, taking minutes, filing and screening calls
Experience working with and supervising contractors and suppliers
Previous experience of CAFM or similar facilities computer management systems
Experience of helpdesk operations or similar support role is desirable