Estates Administrator
Full time – 40 hrs per week
The post holder will be based at the Regional Estates Office 2nd floor 5 Ridgehouse Drive, Stoke on Trent, ST1 5TL
Main Role & Responsibilities:
The main purpose of the role is to provide administrative assistance to the Regional Facilities Managers to ensure the property portfolio is maintained to the highest level.
Repairs and maintenance – duties include:
* Work as part of the QFM Team responsible for your given area/Helpdesk.
* Support the RFM with administrative duties whilst travelling.
* Process site requested repairs and maintenance requests on QFM.
* Process site email requests.
* Assist RFM obtaining quotes where required.
* Work through daily QFM reports and chase/query/raise where necessary.
* Coordinate maintenance workers via QFM.
* Attend meetings with RFMs and Contractors/Suppliers.
* Track overdue events.
* Maintain and update the Maintenance Matrix.
* Prepare reports for Estates and Operational personnel.
* Manage requirements for new maintenance personnel.
* Log out of hours call outs on QFM.
* Process invoice approvals via SAP.
Scheduled Service/Compliance Works – duties include:-
* To maintain and update QFM to ensure compliancy across the group
* Add service schedules to QFM for new and existing properties – maintain and update where necessary.
* Publish schedules on the schedule planner.
* Daily check of certificates on the system – escalate/chase where necessary.
* File and attach certificates and reports on QFM.
* Regularly meet with Contractors for matters relating to planned and reactive maintenance functions.
* Set up and maintain service agreements and insurance inspections for properties which have lifts.
* Maintain a Database of Statutory Requirements.
* Contact Contractors for quotes for remedial works following scheduled service.
* Process invoice approvals via SAP.
General Office Duties
* Support colleagues with Helpdesk cover during planned and unplanned absence.
* Printing and filing.
* Efficient handling of telephone calls.
* Excellent written and computer skills including accuracy.
* Excellent Team player and ability to contribute to wider Estates Team.
* Working knowledge of Outlook and Microsoft Office Packages.
* Excellent planning, time management and ability to prioritise workload to achieve deadlines.
* Confidence to develop relationships with both internal colleagues and external Contractors/Suppliers.
* Directly reporting to the General Office/QFM Manager and assisting with ongoing workloads