Are you an organized administrative professional with a background in Facilities Management? We are looking for a proactive FM Contracts and Office Administrator to join our small, dedicated team.
In this vital role, you will work closely with management, playing a key part in delivering our contractual obligations to the client. This is a highly diverse position offering deep exposure across contract, legal, financial, operational, and insurance:led activities.
Because they operate as a tight:knit team, you will handle everything from high:level compliance audits to day:to:day office management. They need someone who is a fantastic team player but equally capable of working under their own initiative to keep our operations running seamlessly.
Key Accountabilities
Contract, Compliance and Operations
Document Control and Tracking: Operate a rigorous document control system. Track vital contract documents, including variation orders, concessionary agreements, damage claims, and other operational data.
Compliance and H and S: Undertake compliance audits and coordinate contract Health and Safety (H and S) records.
Reporting and Meetings: Collate monthly reports, organize meetings (including room and online bookings), and take and distribute accurate meeting minutes.
Information Management: Process correspondence, chase responses, maintain organized files/records, and handle archiving as required.
Finance, IT and Administration
Financial Support: Process authorized invoices for payment, raise purchase orders, and maintain/support financial spreadsheets.
IT and Databases: Handle IT and database maintenance, managing data input, output, and system development.
Office Management: Oversee general office administrative and management duties to ensure a smooth working environment.
Relationship and Relationship Management
External Liaison: Act as a key point of contact, liaising externally with service providers, the client, and other third parties.
Flexibility: Undertake any other duties that may reasonably be determined as commensurate with the role.
What We Are Looking For
Industry Knowledge: Proven experience or strong working knowledge within Facilities Management (FM) or contract:led environments.
Administrative Expertise: Strong background in document control, tracking variations/claims, and supporting financial processes (POs and invoices).
Mindset: A self:motivated individual capable of working under their own initiative in a small team environment.
Skills: Highly organized, detail:oriented, with strong IT/database skills and excellent communication skills for client and provider liaison.