JOB DESCRIPTION Account Administrative Support Part Time - 20 Hours Per Week Wednesday - Friday The role would be split over the three days such as 7, 7 & 6 Hours. Some flexibility on times but not days. PURPOSE OF THE JOB 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. 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. [Essential] * Higher educational qualifications to ‘A’ level/HNC/D or degree would be beneficial or equivalent. [Desirable] Training * Good PC based skills, with experience in Word/Excel and Outlook – intermediate to advance level. [Essential] Experience * Microsoft – PowerPoint, Excel, Word and outlook Skills - [Essential] * Experience in raising Purchase Orders and Invoice [Essential] * Knowledge of soft services contracts [Desirable] * Experience in a Facilities Management role. [Desirable] * Previous experience tenancy management and carrying out tenant building condition surveys. [Desirable] 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