Facilities Management Administrator

Facilities Management Administrator

Liverpool

9 Months FTC

We are a family-owned and market leading real estate investment, development and management business; highly regarded across both commercial and student accommodation sectors, with more than 30 years of experience.

We deliver best-in-class developments, with over £2bn of developments successfully completed to date. A further £1.6bn is in the pipeline and over £1bn under management.

We are seeking a highly organised individual with strong administrative skills and experienced in supporting dynamic, hands-on teams to join our Facilities team. The ideal candidate will possess excellent attention to detail, exceptional communication skills, and proficiency in various IT Systems.

We look forward to welcoming a dedicated professional to our team who thrives in a fast-paced environment and bring a meticulous and proactive approach to their work.

Key Responsibilities:

General Administrative Functions:

• Prepare financial reports and other documents as required
• Prepare and issue agendas, record and distribute minutes
• Carrying out additional administrative tasks such as filing, photocopying, scanning etc.
• Any other duties as reasonably required from time to time

Contractor / Supplier Liaison:

• Work with the Facilities Managers to support sourcing and set up of both hard & soft service contracts
• Serve as the primary point of contact for both planned and reactive maintenance – including scheduling and completing new supplier forms
• Co-ordinating planned and reactive contractor site visits, including Health & Safety, mechanical & electrical and lift maintenance
• Managing contract reports, remedial works and certifications

Health & Safety Updates / Logs:

• Support the Facilities Managers in updating web-based property Health & Safety compliance systems
• Prepare Health & Safety reports from web-based compliance systems
• Ensure Health & Safety certificates are in date arranging renewals and recertifications as required
• Liaise with Health & Safety providers to provide necessary documents for annual Health & Safety visits, ensuring the PPMs are ready for auditor review

Budget Management:

• Processing invoices & tracking budget expenditure utilising Excel and other online systems
• Assisting Facilities Managers with budget forecasts and reconciliation reports
• Process invoices & track budget expenditures
• Purchase order management
• Monthly recharging

Key Requirements:

• Previous administrative experience is essential, preferably within a property or purchasing setting
• Ability to coordinate with team colleagues
• Must have strong knowledge of MS packages including Excel
• Previous experience handling data inputting
• Have an eye for detail and accurate approach to all work carried out

Benefits:

• Competitive Salary
• 25 days holiday + bank holidays
• Company Pension Contribution
• Gym Access
• Modern Office in the centre of Liverpool’s Business district
• Employee Assistance Program
• Life Assurance Cover