Job Description:

Andy File Associates Limited are working as a recruitment business on behalf of our client with regards this position starting on a 3 months FTC initially.

Our Facilities Management client is looking for a Business Support Administrator to join them at their Head office in Sheffield. This role will start on an initial 3 months fixed term contract basis.

The ideal candidate will have a Helpdesk background and should have experience working in Office Administration including costing and invoicing alongside good IT skills.  Any previous experience working within a facilities management or construction environment would be beneficial.

Working Hours: 9.00am - 5,00pm Monday to Friday

Reporting to FM Business Support Manager

Job Description

• Use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases.
• Produce Quotes, Purchase Orders and Invoices.
• Support accounts with inputting supplier invoices.
• Collate, produce and distribute reports from results generated by Subcontractors and send them out to clients.
• Experience of using a CAFM system such as Job logic, Maximo, Easybuild or similar.
• Scheduling and keeping up to date the PPM, periodic and inspection records.
• Dispatching certificates and new O&M style booklets for stores and FM service users.
• Keeping site addresses and details up to date as they change.
• Arrange travel and accommodation for staff or customers and other external contacts.
• Receive incoming calls from Clients and log/raise work orders in CAFM system.
• Deploy jobs to Technicians via the phone and CAFM system.
• Update CAFM system with subcontractor work details to ensure the system reflects all works carried out.
• Process Timesheets by updating CAFM system to ensure Technicians times are correctly allocated to individual jobs.
• Liaise with staff in other departments and with external contacts.
• Order and maintaining stationery and equipment.
• Sort and distribute incoming post and organising and sending outgoing post.
• Organise and store paperwork, documents and computer-based information.
• photocopying and printing various documents, sometimes on behalf of other colleagues.
• Prepare documentation for internal process as per ISO Standards.
• Liaise with our Health and Safety Forum and Human Resources Coordinator to engage with Learning and Development as necessary.
• Any other duties which are required by the business and within the scope of the role

Personal Specification

A background in Facilities Management or Construction desirable but not essential.

Qualifications or Business skills/experience that relate to the position.

Experience in costing and invoicing.

Excellent Level of IT Literacy.

Some experience using Business Software such as Joblogic, accounting software, Coins etc.

Ability to use own initiative, working accurately with policies and procedures

Prioritise workload and meet deadlines with attention to detail

Written and Verbal communication skills

Key Performance Indicators

Technical skills and application- Demonstrates knowledge and application of the skills required for this position. This includes knowledge and understanding of appropriate equipment, legislation, policies and procedures.

Continuous quality improvement- Commitment to ensuring quality services are delivered to both internal and external clients through continuous improvement activities

Customer service- Excellent communication and interpersonal skills including demonstrated experience in liaising with a wide range of internal and external clients.

Benefits

Holiday Entitlement 33 days, including Bank Holidays pro-rata. All employees are eligible for a long service accrual of 1 day per 5 years of service, up to a maximum of 5 days.

Bupa Private Healthcare and Cash Plan; available upon successful completion of your probation period, you will have the choice to be opted into their company healthcare scheme.

Zurich Life Insurance Cover.

Training- you will receive ongoing core competency training in your respective field of work.