The Facilities Administrator is a key role reporting directly to the Account Director, performing a variety of administrative tasks and providing support to the Facilities Management team in delivery of the Facilities Management operation throughout CEMEA, APAC Portfolio. To assist in providing contract administration, in terms of keeping documents up to date, coordinating finance administrative tasks such as raising POs, approving invoices, invoice reconciliation and service level reporting and supporting the team to deliver appropriate levels of service.
What this job involves
Relationship management
- First point of contact and dealing with and coordination of landlord queries and escalations from country team members.
- Develop a close working relationship with Key Stakeholders, Landlords, Managing Agents and all FM vendors to ensure that they fully understand the culture and become partners in delivering a high-quality service.
- Able to communicate and build trusted relationship in a multi- lingual, multiple country environment
Contract management
- Assist with the management of vendors and contract management.
- Onboarding of vendors.
Service delivery management
- Maintain role as primary contact for service requests generated by the staff on the dedicated Corrigo system
- Point of escalation and coordination for Corrigo generated service SLA failures and outstanding work orders
- Manage the dedicated Corrigo system to ensure that tickets are completed within SLA and the system is updated to reflect status.
- Support the FM and Account Director.
- Promote core values.
- Promote and support Sustainable practices and achievement of targets.
- Support portfolio wide initiatives.
- Support with the creation of presentations and communications.
- Coordination of FM operations management activities for direct delivery team (PPE, uniforms, tools, equipment, staff availability / absence etc.) to support the FMs / AD.
- Ability to cover for the Facilities Managers remotely during periods of absence.
- Ad-hoc tasks as required.
Health & safety
- Ensure accurate and timely reporting of staff, equipment and systems' malfunctions and near-misses in both Client's reporting tools.
- Drive adherence to environmental and health and compliance.
- Work with contractors to receive all necessary documents to ensure compliance.
Financial Management
- Proactively manages the budget documentation/forecast and administer the works to ensure budget compliance for sites. Ensure spending is as per quarterly/monthly forecast and oversees all accruals, re-classes, invoices, etc.
- Manage of GRs and PO creation in JDE.
Skills & Experience:
- Self-motivated person and able to play in a team
- Confident and smart appearance.
- Ability to multi-task and be very well organised.
- Excellent organisational skills.
- Strong interpersonal skills with training experience to guide multi functional teams.
- Basic finance knowledge.
- Excellent PC skills, proficient in Microsoft Word, Excel, Outlook.
- Interest in continuous improvement and development.
- Languages: Must be multi- lingual including fluent in English.
- Driven to meet deadlines, manage time effectively and work in a pressurised fast paced environment.
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