Are you an organized administrative professional with a background in Facilities Management? We are looking for a proactive FM Contracts & Office Administrator to join our small, dedicated team.
In this vital role, you will work closely with management, playing a key part in delivering our contractual obligations to the client. This is a highly diverse position offering deep exposure across contract, legal, financial, operational, and insurance-led activities.
Because they operate as a tight-knit team, you will handle everything from high-level compliance audits to day-to-day office management. They need someone who is a fantastic team player but equally capable of working under their own initiative to keep our operations running seamlessly.
Key Accountabilities
Contract, Compliance & Operations
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Document Control & Tracking: Operate a rigorous document control system. Track vital contract documents, including variation orders, concessionary agreements, damage claims, and other operational data.
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Compliance & H&S: Undertake compliance audits and coordinate contract Health & Safety (H&S) records.
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Reporting & Meetings: Collate monthly reports, organize meetings (including room and online bookings), and take and distribute accurate meeting minutes.
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Information Management: Process correspondence, chase responses, maintain organized files/records, and handle archiving as required.
Finance, IT & Administration
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Financial Support: Process authorized invoices for payment, raise purchase orders, and maintain/support financial spreadsheets.
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IT & Databases: Handle IT and database maintenance, managing data input, output, and system development.
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Office Management: Oversee general office administrative and management duties to ensure a smooth working environment.
Relationship & Relationship Management
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External Liaison: Act as a key point of contact, liaising externally with service providers, the client, and other third parties.
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Flexibility: Undertake any other duties that may reasonably be determined as commensurate with the role.
What We Are Looking For
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Industry Knowledge: Proven experience or strong working knowledge within Facilities Management (FM) or contract-led environments.
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Administrative Expertise: Strong background in document control, tracking variations/claims, and supporting financial processes (POs and invoices).
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Mindset: A self-motivated individual capable of working under their own initiative in a small team environment.
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Skills: Highly organized, detail-oriented, with strong IT/database skills and excellent communication skills for client and provider liaison