Job Description

Job Purpose

The Facilities Administrator will support the Operations Manager (OM) in the day-to-day running of the estate and will be responsible for managing utility suppliers, key financial administrative tasks, budgeting support, expense tracking, and invoice processing.

Communication Lines

Ashdown Phillips & Partners - CEO, Directors, surveyors, consultants, accounting, staff, and FM Team Property Service Partners. Health & Safety Consultants/Insurance Inspectors. Occupier key contacts.

Key Objectives

Provide the Facilities Management team with operational support. Provide the Facilities Management team with administrative support. Support the Facilities Management team with financial management. Support the Facilities Management team with utilities management support.

Key Accountabilities

Manage the helpdesk (Locale) facility for the FM team Raise purchase orders for works approved by the FM team promptly. Process invoices approved by the FM team promptly. Maintain service charge trackers for the property. Liaise with utility suppliers to update account changes. Manage & maintain monthly utility meter readings. Maintain the tenant utilities recharges workbook alongside our recharges team. Carry out new tenant welcome role and leaver dilapidations. Coordinate diaries and meeting timetables as required. Take responsibility for record-keeping as directed by the FM team. Assist in the population of monthly reports. Manage occupier communications via Locale and other social media platforms. Ad-hoc duties commensurate with the role.

Person Specification

Well-organised and proactive individual with a strong understanding of supplier coordination, financial administration, and helpdesk management.

Problem-solving skills to continue to match resources to achieve various service requirements. Excellent organisational skills and time management, able to meet tight deadlines and respond in emergencies. Self-motivated and able to work on own initiative without ongoing direct supervision. Excellent interpersonal and communication skills, able to effectively communicate at all levels and operate comfortably as part of a multi-skilled team. Willingness to adopt a flexible approach to working patterns to respond to the changing needs of the property. Excellent IT skills, particularly in Microsoft packages.
Job Type: Full-time

Benefits:

Company events Company pension Cycle to work scheme Enhanced maternity leave Enhanced paternity leave Health & wellbeing programme Life insurance On-site parking Referral programme Sick pay Transport links
Ability to commute/relocate:

Birmingham B5: reliably commute or plan to relocate before starting work (preferred)
Application question(s):

What is your desired salary? What is your notice period?
Experience:

Facilities management: 1 year (preferred) Administrative: 1 year (preferred)
Work Location: In person