As an Administrator, you will be responsible for creating and uploading remedial quotes onto Maximo, including submitting financials into the client system. You will manage and progress work orders through their lifecycle to ensure timely completion and adherence to contract SLAs. This role involves processing additional, recommended, and out-of-scope works requiring client authorization within the contractual timeframe. You will plan and coordinate work orders with the supply chain and internal operations teams, supporting incidental works and new work programs.

Your duties include ensuring accurate and timely recording of work order progression in CAFM systems, maintaining a full summary of audit trails, quoted costs, POs, and completion details. You will liaise with operations to raise supply chain orders and administer subcontractors, working closely with contract teams to price reactive and new works in accordance with the contract. You will escalate, chase, and resolve queries regarding additional works within the specified time limits and assist management in preparing internal and external reports on additional new works processes and monitoring supply chain performance.

You will oversee the delivery of work items by internal operations and the supply chain, ensuring adequate resources are available to meet established, programmed, and additional new works services. Ad-hoc duties as requested by commercial management and operational leads will also be part of your responsibilities. You will develop positive working relationships with outsourced service supply chains and use your understanding of schedules of rates and cost models for correct internal labor trades.

In this role, you will upload quotations into Maximo per remedial work order, raise POs for jobs, and track jobs from start to finish through owner groups within Maximo. Weekly meetings with senior managers on performance will be held, and you will be responsible for remedial work orders and volumes, split per operational regions. Completing work orders, ensuring correct final account submission, and uploading completion documents are essential tasks. You will also manage access requirements for sites.

We are looking for someone who can work without direct supervision and has experience in FM operations and project delivery across the Total Facilities Management spectrum. You should have a confident and direct approach when dealing with multiple stakeholders, including customers, and possess high-quality interpersonal skills with excellent written and spoken communication. Self-discipline and the ability to make relevant decisions independently are crucial, along with a flexible and adaptable approach to work and good problem-solving skills.

Attention to detail, a methodical and organized approach to managing and prioritizing workload to meet deadlines, and computer literacy, especially with Microsoft Office and Maximo, are essential. You should understand Work In Progress (WIP) and assist in keeping it to a minimum at all times. A broad technical understanding of Facilities Management and assets, awareness of fraud and commercial protocols, and compliance with relevant legislation, Health & Safety, Quality Assurance, and Environment are required.

Previous experience in a similar role is necessary, and you should be able to work unsupervised in a changeable environment. Being action-oriented and results-focused, honest, reliable, trustworthy, and respectful, with excellent time-keeping and attendance, are important qualities. You should be versatile to deal with a changeable workload, provide a professional image at all times, and have strong numerate and analytical skills and previous experience or knowledege in Facilities management . Effective written and oral communication skills, along with a good working knowledge of Excel and Word, are also required.