Title:                                                     Administration Co-Ordinator


Role Outline:

Undertaking general administration related work within the Commercial Property Management team. Responsibility for co-ordinating and delegating the team’s administration output and managing the deadlines and priorities within this area.

Key Responsibilities:

Budget management:

  • Processing invoices & tracking budget expenditure in accordance with current systems
  • Liaising with Finance colleagues (budget monitoring and reconciling)
  • Assisting Facility Managers in budget forecast and end of year reconciliation reports
  • Purchase order management
  • Monthly recharging
  • Sourcing and ordering consumables
  • Sourcing and ordering basic property management services
  • Sourcing and ordering basic reactive works services

Contractor/ Supplier Liaison:

  • Contractor point of contact
  • Co-ordinating periodic & ad-hoc contractor site visits
  • Managing contract reports, remedial works and certifications

Health & Safety updates/ log:

  • Support Facility Managers in updating web-based property Health & Safety compliancy systems
  • Prepare Health & Safety reports from web-based compliancy systems
  • Liaise with Health & Safety providers.

General administrative functions:

  • Prepare reports and other documents as required
  • Prepare and issue agendas, record and distribute minutes
  • Filing, faxing, photocopying, scanning, general typing/ correspondence / collate information
  • Answering the telephone/ relay messages
  • Managing colleague’s diaries (Microsoft Outlook)
  • Any other duties as reasonably required from time to time

Personal Specification:

  • Excellent time management & administrative organisational skills
  • Good written and communication skills
  • Strong customer service ethos
  • Excellent attention to detail
  • Strong Word, Excel and Microsoft Outlook skills
  • Excellent Data inputting skills

Hours of work 09:00 am to 5:00 pm Monday to Friday


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