Central Services Administrator role at Mitie Cleaning & Hygiene Services
Better places, thriving communities.
Our values and behaviours: Delivering the exceptional, every day.
Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.
Our promise to our people: a place to work where you can thrive and be your best every day.
Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.
Our culture – our core values and how we behave: We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie. We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie. We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA. Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal. Our customers' business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.
Seniority level
Entry level
Employment type
Full‑time
Job function
Other
Industries: Facilities Services
Job objectives and responsibilities:
* To work as a team in both Hard Services and Soft Services Administration
* To ensure you carry out all administration functions by the process and procedures, to meet KPI objective
* Demonstrate a high level of professionalism, communication and relationship with all operational teams.
* Have a positive health and safety culture.
Main duties:
* Responsible for administering all work order management across the Heathrow Airport Contract
* Supplying service support to all Engineers / Supervisors / Managers in any area
* Need to have knowledge of current and overdue work orders
* Responsible for ensuring the operational staff are aware of work orders which are coming up for completion
* Hold weekly meetings with the operational supervisors, going through all aspects of their areas to ensure there are no failures
* Running of PowerBi reports and knowledge on how to read the reporting system to ensure no work orders miss their completion dates
* Working with the onsite teams around Heathrow sharing knowledge of updates to work orders
* Must be able to cover multiple areas at any time, being prepared to locate to different areas
* Working with engineers / supervisors and managers to comp‑cell work orders within 30 days of completion, and escalating any issues arising which cannot be resolved locally
* Responsible for all CM's, PCM's, PM's, PR's and EV's, across Heathrow contracts, ensuring you are liaising with the cleaning and hard services Teams
* Responsible for ensuring quotes have been checked with the compliance team where cost is over £5000
* Responsible for raising purchase orders in a timely manner as soon as works have been approved
* Responsible for making sure all purchase orders have correct amounts and receipted on time to ensure contractors / suppliers are paid within the Mitie contractual agreement with them. Have a clear understanding of WIP and what is required to ensure Mitie receive their revenue, assisting the Finance Team with any PO queries, and resolving any other financial issues which arise
* Responsible for inputting all quotes onto the clients system correctly, splitting labour from materials, and all information is within the logs of the Maximo, only inputting those that have been approved by the Supervisor / Manager of the work order
* Responsible for informing the Supervisor the quotes have been uploaded and ready for them to contact their client for approval
* Ensure running of Maximo to check when work orders have been approved by the client daily
* Responsible for running new jobs from client Maximo and distributing the work to relevant engineers / subcontractors, every half an hour to ensure no priority 1 & 2 work orders are missed, and cause KPI failure
* Responsible for running a 60 day PM lookahead ensuring all PM's are sent out every month to contractors and in house Supervisors / Engineers without fail, to enable any issues to be raised in advance of the completion date
* Responsible for ordering / distributing stationery and keeping a central cost sheet updated
* Responsible for ordering / distributing Uniform and keeping a central cost sheet updated
* Responsible for taking in deliveries from all areas and informing the respective supervisors, and keeping delivery sheet updated when delivered and when collected
* Responsible for answering telephone in main hub and ensuring all messages and calls are dealt with in a professional manner. To be able to take notes for any onsite / offsite meetings when required which will require confidentiality skills, due to nature of meetings
* To learn any new systems which are rolled out within the business
* All documentation which involves costs are to be saved within the correct folders on SharePoint, and any work orders which require a certificate
* Responsible for ensuring the operational teams supply a work sheet / cert to attach to the clients Maximo before comp‑celling a work order
* Responsible for ensuring as many work orders are in comp‑cell status by the 16th of the month ready for the payment application
* To be able to raise Rapid Good Screening and CLC bookings
* Responsible for challenging any documentation which has been handed in for completion, to ensure all necessary follow ons are shown correctly, and to liaise with the Supervisors for confirmation
* Assisting the Senior Administrators to fulfil the contract across work order management and office functions
* Have an understanding of all types of jobs which Mitie deal with on the Heathrow contract, electrical, mechanical, fabric, plumbing, cleaning
* To attend and fully participate in training and appraisal activities as required
* To undertake additional duties in line with capabilities as required
* Working within the MITIE values – core competencies
To pro‑actively demonstrate and work to the Company's values of People, Passion, Fresh Thinking and Exciting Futures Value Indicators People
* Treats others with dignity and respect
* Communicates well (verbally and in writing) with colleagues and clients
* Works harmoniously with others, helping to generate a positive team atmosphere
* Builds effective working relationships
Person Specification:
* Can demonstrate knowledge and understanding of Health, Safety, Environment and Quality systems and the management of safe systems of work associated with the role and work environment
* Able to multitask, prioritise workload in a fast pace operational environment
* Demonstrates attention to detail in all areas of their role
* Excellent Knowledge and understanding of Excel, Maximo, Oracle, SAP and PowerBi
* Demonstrate the delivery of KPIs and importance of target completion dates
Our market‑leading offering provides you with benefits that suit your lifestyle.
We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.
When you join us, we’ll give you a link to our flexible lifestyle benefits platform, Choices. You might choose to purchase up to five extra days’ holiday each year. You might buy critical illness insurance, seek dental treatment or buy technology products at an affordable cost. There are many choices!
We give you access to high street discounts from thousands of well‑known retailers, gyms and more through our MiDeals platform. And we have a cycle‑to‑work scheme. Life cover of up to four times your salary is available. We also offer enhanced pension contributions, a save‑as‑you‑earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).
We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there’s a chance to scoop a top prize of £10,000!
Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.
We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long‑term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments, changes or do anything differently during the recruitment process, please let us know by emailing Smriti Jasoria at smriti.jasoria@mitie.com.
Since 1987, Mitie’s 76,000 employees have been maintaining companies globally. We are the UK’s leading facilities management and professional services company, and our clients range from household names in banking, critical government sites as well as hospitals and schools.
Join our Mitie Team.
Together our diversity makes us stronger.
* Apply Now
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