Purpose of the Role

The purpose of the role is to provide support to the Stark FM team, reporting to the Operations Manager. The highest levels of customer service to our internal and external stakeholders by providing and maintaining a central hub of relevant and accurate data.

Key Responsibilities

• To work alongside the FM team in a support role to learn about all aspects of the FM role.
• To provide the RFMs with administrative support and to field phone calls during periods of leave, and provide support and advice to the Support Centre as and when required.
• Updating and assisting in closing actions from compliance documentation and Health & Safety Audits.
• Ensure all statutory documentation is in place, request where necessary
• Instructing works and quotes for remedial works highlighted in the compliance documents and Health & Safety audits within agreed authorisation limits and ensuring the RFM and FM Operations Manager approves beforehand where required.
• Monitoring and reporting on Elogbooks job data, to include P2P jobs/service provider values and quote approvals.
• Organising insurance statutory inspection & scheduling – particularly LOLER.
• Assist the FM Team in monitoring supplier service level agreements.
• Assist and monitor the completion of contract orders ensuring they are completed on time and that the service provider has a copy to invoice against.
• Assist service providers with invoice queries and debt within the portfolio.
• Monitor and update all client portals as required.
• Assist with compiling necessary site documentation such as; Emergency Plans, Waste Registers and upload to relevant systems.
• Assist with setting up of new starters within the FM Team and ensure all equipment, access passes, systems access etc. is available on their start date.
• FM Team travel coordination.

Skills, Knowledge and Experience

Essential

• At least 2 years experience in an administration role
• General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
• Reliable, helpful and well presented.
• Ability to work in a team or alone
• Team player with strong customer service skills, able to provide a helpful and polite service.
• Pleasant telephone manner and efficiency in relaying messages and taking instructions.
• Excellent communication skills
• Able to take comprehensive minutes of meetings.
• Ability to deal with confidential information.
• Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
• Able to work under pressure to deadlines.
• Careful and conscientious with an aptitude for attention to detail.
• Willingness and ability to learn on the job, keen to undertake training and career development.

Desirable

• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• Broad knowledge of office administration within a facilities management/property management environment.
• Experience of dealing with senior level staff confidently with excellent verbal and written communication.
• Experience and knowledge of helpdesk systems and procedures.
• Data input experience.
• Experience working within a Facilities Management team.
• Understanding of Health & Safety Legislation.

 #LI-DNI

Please see our Benefits Booklet for more information.