The post holder is required to provide focused administrative and financial reporting support to the Newcastle BSF PFI contract. Managing a Facilities Administrator, the postholder will be responsible for coordinating all administration activities associated with service delivery on behalf of the client. This role is key to the effective delivery of our facilities management service and will contribute to the ongoing review and development of our processes, procedures and best practice objectives.
Responsibilities
* Manage the day‑to‑day running of the office and support the operational team to ensure a smooth and efficient service is delivered.
* Ensure accurate and timely financial information is presented to the contract manager and accounts department by managing purchasing, accruals and assisting in monthly financial analysis.
* Handle financial administration including purchasing, invoicing, payroll processing and monthly payroll administration.
* Complete population and analysis of monthly variance analysis.
* Prepare the monthly performance report issued to the Client.
* Process client payments and monitor debtor days on outstanding balances for RFM.
* Provide contract‑specific health and safety related recording, reporting and administration support to the Management teams.
* Support the management team with the administrative and financial requirements for projects and minor works.
* Support the Hard Services Manager to ensure the Helpdesk is covered at all times and provide cover for the Helpdesk Coordinator as required.
* Assist in the sourcing of new suppliers for specialist goods/services.
* Liaise directly with subcontractors to ensure adequate service records are received and made available to the Client.
* Maintain courteous and pleasant communication with residents, staff and visitors at the project facilities.
* Maintain up‑to‑date awareness of RFM's policies, procedures and objectives related to successful delivery of facilities services.
* Carry out any other duties assigned by the Contract Manager in connection with RFM's operational requirements and contract deliverables.
Qualifications
* Experience in a similar position with an FM organisation – PFI experience preferred.
* Experience managing a CAFM system, preferably Concept Evolution.
* Financial management experience and excellent understanding of Excel.
* Administration skills – training in the relevant corporate procedures will be provided.
* Good knowledge of HR functions and systems.
* Experience in subcontractor management.
* Excellent communication skills, both verbal and written.
* Ability to work on own initiative with a methodical approach.
Benefits
* 33 days annual leave (pro rata for part‑time positions)
* Private pension
* Life assurance
* Cycle to Work scheme
* Rewards platform for discounts with retailers, supermarkets, restaurants and more
* Annual flu vaccine
* Free Health & Wellbeing advice
#J-18808-Ljbffr