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Facilities Management Administrator

REF: 333 | Facilities |
  • Type: Permanent
  • Job #333

Purpose of the role:

The FM Administrator is FM Helpdesk first point of contact, administering and scheduling maintenance tasks and is critical to the timely planning of facilities management activities, in particular those activities undertaken in the Channel Islands.

Responsibilities:

  • Administration of the FM database, including regular task reviews, updates and task archiving
  • Assist Head of Facilities Management with the planning, scheduling and execution the Group portfolio facilities management, liaising with FM Vendors regarding reactive, planned preventative maintenance (PPM) and statutory compliance inspections
  • Ensure the inspections and works to residential properties do not conflict with resident’s occupancy
  • Document uploads to the CAFM system linking with the Company’s SharePoint, including maintenance and defect worksheets
  • Ensure the formal reporting of statutory compliance to Head of Facilities Management, and the development of recovery plans for missed inspections/remedial work by FM Vendors
  • Schedule works, track and monitor bill labour and materials for minor works
  • Plan, schedule and monitor the allocation of owned vehicles and plant as directed by Head of Facilities Management
  • Assist with insurance amendments and renewals for owned vehicles and plant, to the levels directed by Head of Facilities Management
  • Support the FM Data Manager in the integration of scheduling data and planning processes into the FM data platform, ensuring that an appropriate dashboard or suite of reports is created
  • Monitoring, synchronisation and checking of FM Vendor’s administration of CAFM system, as per supplier contract
  • Assisting with administrating all FM financial activities, including financial reporting, financial uploads to FM database, raising RFPs and PORs

Skills required:

  • Tactful and customer focused with proactive problem-solving attitude and ability to maintain strict confidentiality
  • Customer services experience would be advantageous
  • Highly organised
  • Adaptable to a changing and varied workload, with competing pressures and influences
  • Analytically minded with skills in Excel
  • Some Facilities Management experience of an international portfolio of residential and commercial property would be an advantage, but not essential
  • An ability to work in a small team without close supervision is essential

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