ABOUT THE ROLE A varied and responsible position providing administrative support to a friendly Facilities Management team. The nature of this role will be to assist in managing the team’s property portfolio, seek quotes, raise purchase orders/works orders, processing contracts, manage calendars, maintain databases and systems and work closely with the line manager. The role will require regular and direct communication with your line manager, RFM & property manager colleagues, service providers, on-site staff and tenants. You will be the first point of contact for enquiries. Excellent organisational skills are needed in order to take control of diaries and all meetings. To attend, record, produce and circulate agendas and minutes for both colleague, contractor and tenant meetings. You will have responsibility for ensuring that numerous management systems and databases are kept up to date and to ensure that performance statistics are provided to the line manager on a regular basis. As part of the role you also will assist with regional and national tenders, service charge budget drafts and expenditure and reconciliation reviews. WHAT MATTERS MOST IN THIS ROLE Building and maintaining close professional relationships with colleagues, service providers, tenants and clients is paramount to your success. Proactiveness, initiative and going above and beyond is expected. A high attention to detail is vital as you will prepare formal contracts and detailed reports for the team. Request annual and H&S documentation from service providers and assist the team in processing Workman Permits & Permissions to Work documents. Working in accordance with agreed limits and based on information provided by respective colleagues you will request quotes and raise purchase orders/ work orders. You will take responsibility for maintaining and updating property Disaster Plans, user guides and handbooks and circulate appropriately. You will assist, where appropriate, the team in monitoring service charge expenditure while ensuring regular review meetings are held. RFMs may lean on your support for certain administrative tasks when they are on annual leave. Other duties will include: Manage training records for the team. Ensure confidentially and security in accordance with data protection (GDPR). Cover reception duties when required. Other ad hoc duties. WHAT WE EXPECT FROM YOU A proactive, practical, and positive approach to work is required. Excellent and professional communication skills is paramount. Adaptability with a flexible approach to work. Ability to prioritise workload, manage conflicting demands and working well to deadlines. Experience with Microsoft Office packages. Keen to learn and develop skills. WHY WORKMAN? Hybrid working to offer you a great work life balance, with a minimum of three days in the office. A full-time contract of 35 hours a week Discretionary annual bonus and salary reviews. Healthcare, life insurance & wellness programme. Long service additional holidays, your birthday off and an extra day between Christmas and New Year Lifestyle benefits to suit you: gym membership, cycle to work, buy and sell holiday to name just a few. Social events throughout the year including a firm wide Christmas party! Generous referral bonus. ABOUT WORKMAN FM As the UK’s leading independent commercial property management specialist, Workman has an enviable position within the property industry. We are proud of our longstanding relationships with many of our clients, some of whom we have worked with for more than 25 years. Our clients include leading institutional and sector-specialist investors, private property companies, public sector bodies and a growing number of overseas investors. We pride ourselves on the calibre of our employees and their unique skill sets. For more information on working for Workman please visit OurPeople | Workman LLP