Job objectives and responsibilities

To support the Admin and Helpdesk team
To support Service Desk Team Leader, FM Lead and Senior Operations Manager (Hard Services), undertaking tasks as required within role competencies

Main duties

General duties to include the support and ownership toward.
Answering the telephone and address enquiries to the site team, logging customer calls on Maximo.
Raise reactive call outs on Maximo along with quotations/cost estimates to the client. and closing jobs down in Maximo and attach documents where necessary
Raise Project Numbers and Purchase Orders as required.
Approve To Pay purchase orders on a periodic basis throughout the week.
Liaise with Subcontractors regarding Reactive and Quoted Works where necessary.
Assist in the end of year supplier renewal quotes and the raising of PO's as necessary.
Adhoc reports required by the contract management.
Assisting with producing necessary documentation for audits and filing/archiving when required.
Performance (trackers) updates/Reports when required.
Assist with Month End responsibilities as directed - journals, invoicing, accruals, WIP & MI reporting.

Management Team-

Performance. · Ensure that all training is attended and completed in line with company and individual requirements. · Ensure that a good understanding of the contract is achieved and that time is made available to get familiar with documentation and manuals required to fulfil the role. · To ensure that all documentation relating to the administration are uploaded and attached to all Work Orders in Maximo/central files; to provide record keeping and visibility to the Client, Operations Teams and Management Teams. · Administer filing for purchase orders, WIP, Quotations. · Maintain an up to date asset list for uniform and work related equipment.

Desirable (not essential)

Previous experience in Building Services/Facilities Management.
Previous experience of working with Maximo and SAP is beneficial.
Previous experience of working within a Helpdesk/Service Desk type role is beneficial.
ITQ qualified or other recognised qualifications relevant to role.

Person Specification

You will need to understand and take responsibility for the fact that this role is pivotal to the successful delivery of the duties of the team.
Previous experience in Building Services/Facilities Management.
You will have strong organisational and time management skills and be able to multi-task effectively.
You will have good customer focus, be forward thinking and professional.
You will have excellent communication skills, a “can do” attitude with an eye for detail and be able to transmit and encourage that attitude.
British National capable of achieving DV clearance.