Job description
Act as first point of contact within the Facilities office during working hours to ensure phone calls are taken and queries are dealt with in a time affective manner Maintain the financial administration of the office including: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.
Provide other administrative and operational/coordination support to the Head of Facilities, to other staff within the Regeneration and Property team and in other departments as and when requested; To maintain internal systems and work flow and advise Building Management Team on Administrative best practice Taking meetings' minutes with accuracy and circulate in a timely manner.
If requested, attend meetings and minute take.
Reports preparation of a variety of management reports and electronic presentations including overall design and manipulation and extraction of data.
Ensure legal compliance throughout human resource management Maintain both soft and hard filing systems, ensuring consistency and support management team where required.
Bachelor’s degree in a relevant field Minimum 5 years of experience in Facilities Management Administration Strong analytical, problem-solving, and organizational skills Effective communication and stakeholder management abilities Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) Experience in preparing reports, dashboards, and presentations Familiarity with financial administration and reporting Awareness of quality assurance practices
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