Operations Administrator

About The Role

Working days: Monday to Friday 8am to 5pm. The Administrator will manage incoming calls, high levels of planned maintenance and reactive maintenance work from external clients.

Reporting to the Operations Delivery Supervisor, the role is part of the Contract Management Team and entails the following responsibilities.

Key Responsibilities

• Administer PPMs to Engineers.
• Administer work orders with engineers.
• Administer all responsive repairs; liaising with tenants, clients, contractors and external parties.
• Schedule work across all stated contracts.
• React to emergencies raised by the client and oversee engineer's attendance.
• Plan efficiencies of location and response time improvements.
• Administer PPMs/WAFs to Subcontractors.
• Take ownership of workload daily.
• Diagnose technical abilities and faults reported to determine "P" code is correctly applied.
• Handle customer complaints or queries via telephone, email or letter.
• Manage completion of PPMs on Maximo.
• Manage completion of reactive tasks on Maximo.
• Manage Soft Service Contractors: Window Cleaning, Security, Grounds and Gardens, Pest Control.
• Control and issue engineer's uniform.
• Client liaison.
• Occasion support to ACM, CM.
• Produce monthly performance report.
• Manage contract performance schedule.
• Chase subcontractors' reports/schedules.
• Achieve the team's agreed performance targets and ensure that SLAs are met.

Essential Hiring Criteria

• IT Knowledge - MS Office, CAFM Systems.
• Facilities Management experience.
• Experience of working in financial performance penalties.
• Strong organisational skills and high attention to detail.
• General knowledge of Intranet services.
• Happy to work as part of a team or under own initiative.
• Good communication skills.

Preferred

• PFI Experience.
• Technical Knowledge/Experience.
• Previous experience in a customer-facing role (Customer Services, Admin, PA, Project Management).
• Excellent communication skills and ability to work well as part of a team.
• Ability to work in a fast-paced environment, multitask and make effective decisions quickly.
• Experience of working in financial performance penalties.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.