Your new company
A leading Facilities Management service provider on site for a local government client based in central LondonYour new role
- To gain full knowledge of all contract details appertaining to the sites managed by the Contract Managers you are appointed to.
- To manage all contract files
- To manage all reports relating to the Contract Managers to include prioritising of urgent reports. Obtaining more complete details of the faults from the engineers concerned.
- To obtain full details of the parts required by the report, including best price and availability to include all works by nominated sub-contractors.
- To produce Citrix based quotation template based on the red report and completion and dispatch of the quotation following discussion with the contract manager.
- Compilation of all monthly reports in line with their required issue dates to the clients in liaison with the Contract Managers. Printing binding and dispatch of same with copies to the Contract Managers for the monthly meeting.
- Attendance at Monthly meeting on at least one occasion at the discretion of the manager to meet and be introduced to the client.
- The compilation of all logbooks related to the sites managed by the Contract Managers and regular updating of all logbooks including renewals writing and dispatch of contract renewal letters.
- The management of all sub-contractors attending the sites to ensure regular attendance and full recording and filing of all related certification.
- Monitoring of all e-mails sent to Contract Managers to ensure that the client receives immediate responses to all enquiries and that Contract Managers are advised of urgent issues if they have been out of contact in meetings etc.
- Full verbal liaison with all the clients daily where required to ensure they are updated on all works being carried out on their sites. Take clear and precise messages on behalf of the Contracts Managers and pass on accordingly or action appropriately.
- Full liaison with the helpdesk in relation to allocation of labour to sites and the answering of any queries from Contract Managers to helpdesk and vice versa.
- Management of the Contract Managers diaries. Booking meetings etc.
- The production of method statements and risk assessments where required.
- Attend all training courses both internal and external where required.
- Ensuring that all job pouches are compiled and ready for invoicing at the correct time to suit dates provided by the accounts department.
- Ensuring that all works instructed have a purchase order provided by the client and chase same if not forthcoming.
- Ensure Contract Managers clear all purchase invoices in line with dates provided by the accounts department.
- Support the client during annual leave or sickness absences by Contract Managers.
- Attend monthly performance review meetings with the Service Performance Manager
What you'll need to succeed
- Proven experience of delivering a high level administrative role within a facilities management function.
- Excellent Excel skills
What you'll get in return
An ongoing interim role at a competitive hourly rate
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
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