Job Description

The role

Responsible for the delivery of a wide range of administrative support activities for a Portfolio of buildings. This role will support the wider department focusing largely (but not exclusively) on invoice processing, facilities and procurement administration. It would suit a proactive individual with a keen eye for detail who enjoys administration and is happy to get on with the job at hand. Task flexibility will be key.

Key deliverables

• Coding and processing of invoices through the purchase to pay applications
• Supplier contract administration and draft contract particulars including variations
• Budget documentation and variance report administration
• Utility administration and act as main liaison with the Utilities Consultant
• General administration
• Training of new starters with regards to purchase to pay systems and processes and general system support to wider department.
• Ability to cope in a fast pace, agile working environment and work to short deadlines.
• Provide best in class customer service to internal and external customer base
• Maintain regular and effective communication with internal colleagues in Property Management, support functions and the wider Real Estate business
• Prepare data for inclusion in management reports
• Ensure compliance with all internal procedures and policies \xe2\x80\x93 e.g. Procurement, Finance, Compliance, HR
• Complete administrative tasks as required relating to systems, filing, inventory management etc
• Recording minutes for meetings
• Responsible for keeping Department databases/documents up-to-date

Responsibilities

Financials

• May have cost control responsibilities
• Deliver full purchase to pay cycle from raising of purchase order to closing transaction once invoice is lodged
• Has an awareness of wider team or department budgets

Clients and Business Development

• Is proactive in building relationships with internal clients and courteous and responsive to all clients (internal and external)

• Functional or specialist competence with relevant understanding of business/departmental context
• Completes own work under minimal supervision/guidance
• Can deal with novel or difficult situations within context of own function or specialism

People

• Active team player
• Shares information with colleagues and others through team meetings, databases, filing systems, etc
• Shares expertise with colleagues
• Proactively communicates to colleagues and others

Systems and Process

• Manages, co-ordinates, implements and develops a range of important activities, processes, functions or relationships
• Makes decisions within field of expertise
• Is conscious of process and takes steps to protect the interests of BNP Paribas Real Estate, employees and reputation
• May contribute to BNP Paribas Real Estate Projects

Person specification

Qualifications

• Managing Safely - accredited by IOSH or prepared to gain this qualification
• Excel proficient

Experience

• Previous experience in a similar role
• Understanding of commercial leases and the landlord and tenant relationship
• Understanding of service charge budgets and accounting principles
• Good health and safety and environmental knowledge
• Basic mechanical and electrical services knowledge
• Excellent English language skills \xe2\x80\x93 both written and spoken
• IT literate \xe2\x80\x93 MS Office at an advanced level and other relevant software (e.g. Meridian, Proactis, Tramps) at a level to undertake the role satisfactorily

We are proud to offer award-winning benefits to support and reward our employees:

- Heath & Leisure: Private medical cover, 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work

Financial: Pension, life assurance at 8 x basic salary, group income protection, long term disability insurance, interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company\xe2\x80\x99s Bonus Scheme, share incentive plan, financial and mortgage advice

BNP Paribas