Job Description

Administration Assistant

Offer ID:

77406

Job:

Support Functions / Admin Support

Contract type:

Permanent

Schedule:

Full-Time

Country:

United Kingdom

Equans is looking for an Administration Assistant to join our team at the University of Sheffield on a permanent basis. This is a full time role working 37.5 hours per week. On offer is a salary starting at 24,000 per annum and benefits package

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The role of the Administration Assistant is both wide and varied; and requires a "can do" attitude with flexibility and adaptability. Acting in a central function within the account, you will be responsible for workflow and financial administration duties associated with Facilities Management in a PFI environment. The role requires the ability to work alone and as part of a diverse team. The successful candidate will perform multiple functions; excellent organisational and communication skills are paramount and will be vital in this role.

What will you deliver?

Office based - working 9AM to 5PM Monday to Friday. End to End workflow administration of Reactive Works through the Maximo CAFM system. Supports works Supervisors with oversight and distribution of Work Orders. Trend Analysis of Maximo Work Orders through BI. Raising & Receipting of PPM and reactive works Purchase Orders. Raising of corrective work orders. Monitoring safety and compliance groups to record and log damage and safety incidents. Liaising with subcontractors for delivery of reactive works. Liaising with the University Helpdesk for coordinating both access to buildings and the delivery of works. Interpret reactive work descriptions to support administration of student damage through the client system. Monthly review of all GRIR and WIP (Work in Progress). Administration of all Purchase Card expenditure receipts and reconciliation. Support the wider contract with general administrative support as required.

What can we offer you?

On offer is a competitive salary and benefit package, which includes;




24 days annual leave (+ public holidays). Life Cover equivalent to 1.5 times annual salary. Employee discount shopping schemes on major brands and retailers. Gym membership discounts. Cycle to work scheme. Holiday purchase scheme. 2 corporate social responsibility days per year. Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes. Attractive Employee Referral Rewards Scheme. Access to our growing employee networks. 24/7 Employee Assistance Program and access to mental wellbeing app.

Who are you?

Rounded educational background with direct experience in financial and operational administration. Facilities Management (Hard Services) experience desirable. Experience of Maximo / other CAFM systems advantageous. Understanding of WIP & Billing process. Experience in both finance and workflow administration desirable. Excellent IT skills with Microsoft applications, SAP & other in-house IT Management systems (Maximo, STEMS, Coupa, etc). Excellent communication and customer service skills. Demonstrate good time management skills, working to deadlines and adhering to set procedures. Needs to be highly motivated, organised, versatile and adaptive. Credible experience within a general Contract Administration position.




This role includes a Standard DBS check therefore ability to pass is essential.

Who are we?

In the UK & Ireland, Equans is a provider of sustainable facilities management and regeneration, and cutting-edge energy and digital services. Our 15,000 employees combine these activities to deliver decarbonisation across the built environment and help businesses, communities, public sector organisations and government to accelerate the transition to a low carbon, resilient world.




Globally, Equans is a world leader in the energy and services sector with operations in 20 countries, 90,000 employees working on 5 continents and a turnover of 19.2 billion euros in 2024. Equans is a subsidiary of the Bouygues group.

Our ambition

At Equans, we are driven by our ambition to be recognised for our operational excellence and as the best place to work for our employees. This commitment extends to achieving global and sustainable performance through Impact, ensuring that everything we do aligns with our core values--Accountability, Respect, Team Spirit, and Service Focus.




We take ownership, act with integrity, and set high standards. We listen, support, and care for one another. We collaborate and build trust to achieve shared goals, always striving to meet our customers' needs in a proactive and pragmatic way. These values shape our culture, strengthen our community, and inspire us to deliver excellence every day.

What's next?

If this role is of interest to you, please click below to register, apply, and track your progress! A member of our Resourcing Team will review your application and be in touch.




As part our commitment to better reflect the markets within which we operate, we encourage applications from women, ethnically diverse individuals and people with disabilities, along with all candidates who identify with protected characteristic groups under the Equality Act 2010.


At Equans we're committed to delivering a culture where everyone's voice is heard and supported. We know the value a diverse workforce creates, delivering better results for our people, customers, and stakeholders. Diversity and inclusion is at the core of what we do, should you join Equans you'll find a welcoming and open workplace where you're supported and encouraged to be your true self at work.


You'll also have access to our growing employee networks including AccessAbility (representing those with physical and mental disabilities), Encompass (representing the LGBTQ+ community), RISE (representing people from ethnic backgrounds), Veterans & Reservists, WOMEN Together (representing women in Equans), Working Parents, and Young Professionals.


For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a re-location package with this job role. Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements.





The Equans Resourcing Team manage this requirement. Agency involvement is not required. All related enquiries should come to the resourcing team not direct to Equans Managers.

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Place:

Workplace : Sheffield United Kingdom

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