Site Administration Support - Part Time
To provide a comprehensive administrative support to the team and to provide co-ordination to engineers and subcontractors as required, to also support all Business Operations portfolio. To assist with managing the cleaning contract and tenancy works and inspections.
Part Time schedule as follows:
Days: Wednesday to Friday
Hours: 7 hours, 7 hours, 6 hours.
We can be flexible on hours but not days of Wednesday to Friday.
MAIN DUTIES AND RESPONSIBILITIES
Understand, anticipate and deliver customer (internal and external) needs while building effective relationships.
To assist with the Negation of subcontracted maintenance works, followed up with planning and control work on site, Health & safety and compliance documentation;
To co-ordinate all sub-contractor site visits to ensure full compliance
Take ownership of management reports and achieve results within quality and time restraints.
To assist with the management the CAFM system including system integration & improvement, data entry and the production of operational reports for KPI measurement reporting;
Formulate recharges and tracking costs for additional requested works to any building included portfolio.
Convey messages and ideas clearly and openly. Involve people and influence decisions.
Understand and oversee Admin / Office procedures and processes and operate them to the required standard. Examples of these are (but not limited to):-
To oversee the operation of the Helpdesk efficiently ensuring all calls are dealt with and allocated to engineers in a timely manner
Research and scope out potential ideas for departmental project and efficiency work
Provide customer feedback and progress chasing of customer requests
To carry out general office / contract support duties
To assist the CBRE Manager and support in any other office duties seen fit.
To Manage closely all Work in Progress and advise on time scales and deadlines
Overview of all sub-contractor log books and site log books
Over seeing statutory compliance maintenance and ensuring log books are updated accordingly
Producing various client reports and contract review packs as and when required
PERSON SPECIFICATION
Education
A good basic education is essential, with at least GCSE passes in Maths and English or equivalent.
Higher educational qualifications to 'A' level/HNC/D or degree would be beneficial or equivalent.
Training
Good PC based skills, with experience in Word/Excel and Outlook - intermediate to advance level.
Experience
Microsoft - PowerPoint, Excel, Word and outlook Skills
Knowledge of soft services contracts
3 years' experience in a Facilities Management role.
Previous experience tenancy management and carrying out tenant building condition surveys.
Aptitudes
Must be flexible and demonstrate a strong sense of customer focus.
Excellent verbal, and good basic standard of written, communication skills.
Self-motivated and systematic.
Results/ task orientated, attention to detail and accuracy.
Excellent time management and organisational skills.
Commitment to continuous improvement.
Ability to work as part of a team, as well as independently.
Character
Committed to customer service delivery.
Reliable and committed.
Confidential and discrete approach.
Calm manner, able to work under pressure and with changing demands and priorities.
Smart appearance.
Be flexible to work outside core office hours from time to time