Service Administrator / Facilities Administrator-Office Support

Bluetownonline Ltd
£16575 pa
05 Oct 2017
20 Oct 2017
Contract Type
Full Time
Job Title: Services Administrator Location: Kenley, Surrey Salary: £16,575 per annum Hours: Monday to Friday 9.30 a.m. - 2.30 p.m. (25 h.p.w.) Closing Date: Friday 20th October 2017 A charitable Housing Association who specialises in Supported Housing for the Elderly are seeking to recruit an enthusiastic and experienced Services Administrator to join their team that is committed to providing excellent housing, care and support services. Key Responsibilities: - To ensure Facilities Management Staff and Contractors have the necessary information required, including the issue of appropriate Works Orders, to provide an efficient Reactive Maintenance Service within the Association's required timescales. - To manage the Association's Help Desk by responding to all calls and emails promptly and by recording accurate data to evidence key performance compliance. - To ensure all Facilities Management records including statutory, reactive and planned maintenance are kept up to date. - To obtain competitive quotes for planned maintenance works and life cycle replacement of furniture, fixtures and equipment. - To be responsible for the stationary budget and the ordering of stock, equipment and materials as required. - To assist with the production of the monthly, six monthly and annual reports as required by the Facilities Manager in respect of the Caring 4 Croydon contract including Key Performance details, Penalty calculations, Planned Preventative Maintenance records and details of future Planned Maintenance together with statistics as requested. - To be responsible for obtaining current proof of industry required insurances and method statements from all contractors and update records accordingly. - To be responsible for updating the asset management computer system including changes to building fabric, furniture, fixtures and equipment. - To process all invoices ensuring they match quotes and service contract monthly fixed charges by passing for payment direct to Finance Team. General Administration - To act as first of point of contact for incoming calls and welcome visitors to Head Office. - To carry out copy typing, filing and scanning as required. - To arrange annual Health and Safety inspection visits at all schemes with advisor and ensure any actions that arise from the inspections are carried out. - To administer service contract renewals and update service charge contract budget spreadsheet with any changes in costs. - To maintain health and safety accidents reports ensuring investigation results are filed and actioned. - To update and maintain Facilities Management Operational Procedures. - To distribute the internal mail on a fortnightly basis to each team. - To issue recharge invoices to Caring 4 Croydon. - To ensure that the Association vehicles are booked in for their annual MOT and service. - Undertake other duties as required by the Senior Management Team. Person specification - Essential Skills and Experience - Good IT skills, including Microsoft Office, and Computer Aided Facilities Management software experience. - Excellent verbal and written communication skills. - Experience of working within a service industry in a busy, multi-functional office. - Keen attention to detail, methodical work practice, organised, reliable and motivated. - Proven experience in a similar customer focused business. - Financial awareness. Learning and Development: - To actively participate in self-development as appropriate and training as identified for the benefit of performance management. Please click the APPLY button to send your CV and Cover Letter for this role. Candidates with the experience or relevant job titles of; Works Administrator, Receptionist, Secretary, Clerk, Support Administrator, Service Support Assistant, Administrative Assistant, Office Assistant, Facilities Administrator, Office Administrator, Administrator, Office Support Administrator, Service Administrator, Business Administrator, Secretary, Resource Clerk, Business Support Officer, Admin will also be considered for this role.
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