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Job Purpose
This role involves providing comprehensive administrative support for property management, facilities maintenance, and building services, including cleaning and security. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
Property Management Support
* Maintain property records: Keep digital and physical files up-to-date for all properties, including leases, contracts, and tenant information.
* Coordinate with tenants: Act as a point of contact for tenant inquiries, maintenance requests, and general communication.
Facilities & Maintenance Administration
Work Order and Task Management:
* Receive, log, and dispatch maintenance and repair requests.
* Assign tasks and monitor progress for team members.
Planned and Project Scheduling:
* Schedule and monitor Planned Preventative Maintenance (PPMs) to ensure all critical assets are serviced on time.
* Ensure remedial works to PPMs are completed, closed out, and accurately recorded.
* Maintain and track project schedules for facility upgrades and repairs.
Vendor and Contractor Management:
* Manage the supplier onboarding process, including issuing and reviewing Pre-Qualification Questionnaires (PQQs).
* Maintain and track supplier compliance, including the collection and management of insurance certificates (e.g., Public Liability, Employer's Liability).
* Internally manage and file all contractor-submitted Risk Assessments and Method Statements (RAMS).
* Administer the permit-to-work system for all on-site contractor activities, including issuing high-risk permits.
Procurement and Finance:
* Raise Purchase Orders (POs) for goods and services.
* Procure goods for the team, including building materials, cleaning supplies, and consumables.
* Process and reconcile invoices from vendors and suppliers, ensuring accuracy and timely payment.
* Collate agency hours worked for payroll and budget tracking.
Training and Records Management:
* Manage and maintain training records for all facilities and services personnel, including internal staff and contractors.
* Ensure all training certifications and qualifications are up-to-date and compliant.
* Asset tracking: Maintain a register of all building assets and equipment, including maintenance schedules.
Systems & Administration
* Document and Record Management:
* Maintain and manage all systems and records within SharePoint.
* Integrated Facilities Management (IFM) System:
* Monitor and raise tickets for the Ultra facilities team to ensure issues are addressed promptly.
Cleaning & Security Services Administration
* Inventory management: Monitor and order supplies for cleaning and security operations.
* Performance monitoring records: Help track the performance of cleaning and security teams and report any issues to management.
* Incident reporting: Log and maintain records of security incidents and cleaning-related issues.
Experience
Required Skills & Qualifications
* Experience: Proven experience in an administrative role, preferably within property management, facilities, or a related field.
* Technical Proficiency: Strong computer skills, including expertise in Microsoft Office Suite (Word, Excel, Outlook). Experience with SharePoint, facilities management software (e.g., Ultrafacilities), and task management systems is a significant advantage. Experienced in Microsoft Power Automate and Forms preferable.
* Communication: Excellent written and verbal communication skills.
* Organizational Skills: Exceptional ability to multitask, prioritize tasks, and manage time effectively.
* Problem-Solving: Proactive and resourceful, with the ability to identify and resolve administrative issues.
* Health and Safety Awareness: A solid understanding of basic health and safety principles related to contractor management and permit systems.
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Sales and Management
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