Job Description
Job type
Full-time
Location
London
Benefits
Pulled from the full job description
Work from home
Full job description
Description
LOCATION: Pier Walk
HOURS: 40 per week
SHIFT PATTERN: 3 days office and 2 days WFH – Once a month meeting in Battersea
SALARY: Competitive
If you require any additional support or adjustments during the recruitment process, please don't hesitate to contact our Recruitment Department at [email protected]. We're here to help!
To provide high quality, professional administrative support to the business. To work alongside the Operations and Finance Support teams to maintain administrative systems, ensuring compliance with legislation and company procedures.
Main Duties & Responsibilities:
.Take responsibility for Compliance and Reactive job administration duties for assigned Buildings and sites.
Daily monitoring of PPM completion in line with the PPM planners, and to ensure SLAs and KPIs are met.
Produce, daily, weekly and monthly reports on any outstanding PPM’s Statutory and Non-Statutory.
Plan engineer’s PPM jobs, booking engineers to site by liaising with Customers and assign on IBMS.
Raise, monitor and issue permits ensuring all permits are current and properly authorised.
Assign specialist subcontractors and provide confirmation of their attendance to site.
Ensure the relevant statutory certificates are received, checked for accuracy and the CAFM systems are updated and document loaded and processes followed.
Ensure RAMS are provided for attendance to site.
Review Subcontract Periodical Planners for accuracy and amend where necessary.
Annually rollover the Periodical contracts and agree sub-contractor costs for the year with Contract Manager and issue the annual Purchase Orders.
Deal with any failures on the certificates ensuring remedial works are arranged and quotes obtained to resolve the issues.
Monitor the Shared e-mails and system to ensure all reactive calls are responded to and attended within
the SLA. Raise new reactive calls and purchase orders through the ABM portal in accordance with SLA’s. Pick up any overnight/weekend issues to ensure completion of jobs and relay updates to customers and Contract Manager
Ensure ABM Portals are updated in a timely manner providing updates on the jobs until completion
Keep the customer updated on all reactive calls until completion. CAFM system to be updated.
Attend weekly customer meetings via teams with Contract Manager to review any active jobs.
Attend monthly customer meetings at Battersea with the Contract Manager to ensure all jobs are completed efficiently and to discuss any outstanding works required.
Prepare Quotations in line with SLA agreement for breakdowns/ Extra works and Projects via IBMS
Contact Suppliers for quotations
Place Orders to Suppliers/Subcontractors for PPM activity/Breakdowns/Extra works and Project works
Prepare weekly reports in line with the Contract Requirements
Manage Works In progress (WIP) in a timely manner and liaise with ABM Finance team
Reporting any absences/lateness of engineers to the Contract Manager
Chase purchase orders daily and ensure prompt delivery of parts for works.
Return any unwanted parts back to suppliers for credit
Person Specification:
Essential
Experience of working in an FM administration environment
Have a good understanding and experience of finance and WIP management Worked in a fast-paced team with the ability to remain calm under pressure Outstanding communication skills both internal and external
The ability to effectively prioritise your workload and build relationships with key stakeholders. Excellent attention to detail and ability to follow process
A proactive/can do attitude to work
The ability to work on own initiative and take full ownership of role
Desirable
CAFM system experience in Service Channel and Maximo
Full-time
Location
London
Benefits
Pulled from the full job description
Work from home
Full job description
Description
LOCATION: Pier Walk
HOURS: 40 per week
SHIFT PATTERN: 3 days office and 2 days WFH – Once a month meeting in Battersea
SALARY: Competitive
If you require any additional support or adjustments during the recruitment process, please don't hesitate to contact our Recruitment Department at [email protected]. We're here to help!
To provide high quality, professional administrative support to the business. To work alongside the Operations and Finance Support teams to maintain administrative systems, ensuring compliance with legislation and company procedures.
Main Duties & Responsibilities:
.Take responsibility for Compliance and Reactive job administration duties for assigned Buildings and sites.
Daily monitoring of PPM completion in line with the PPM planners, and to ensure SLAs and KPIs are met.
Produce, daily, weekly and monthly reports on any outstanding PPM’s Statutory and Non-Statutory.
Plan engineer’s PPM jobs, booking engineers to site by liaising with Customers and assign on IBMS.
Raise, monitor and issue permits ensuring all permits are current and properly authorised.
Assign specialist subcontractors and provide confirmation of their attendance to site.
Ensure the relevant statutory certificates are received, checked for accuracy and the CAFM systems are updated and document loaded and processes followed.
Ensure RAMS are provided for attendance to site.
Review Subcontract Periodical Planners for accuracy and amend where necessary.
Annually rollover the Periodical contracts and agree sub-contractor costs for the year with Contract Manager and issue the annual Purchase Orders.
Deal with any failures on the certificates ensuring remedial works are arranged and quotes obtained to resolve the issues.
Monitor the Shared e-mails and system to ensure all reactive calls are responded to and attended within
the SLA. Raise new reactive calls and purchase orders through the ABM portal in accordance with SLA’s. Pick up any overnight/weekend issues to ensure completion of jobs and relay updates to customers and Contract Manager
Ensure ABM Portals are updated in a timely manner providing updates on the jobs until completion
Keep the customer updated on all reactive calls until completion. CAFM system to be updated.
Attend weekly customer meetings via teams with Contract Manager to review any active jobs.
Attend monthly customer meetings at Battersea with the Contract Manager to ensure all jobs are completed efficiently and to discuss any outstanding works required.
Prepare Quotations in line with SLA agreement for breakdowns/ Extra works and Projects via IBMS
Contact Suppliers for quotations
Place Orders to Suppliers/Subcontractors for PPM activity/Breakdowns/Extra works and Project works
Prepare weekly reports in line with the Contract Requirements
Manage Works In progress (WIP) in a timely manner and liaise with ABM Finance team
Reporting any absences/lateness of engineers to the Contract Manager
Chase purchase orders daily and ensure prompt delivery of parts for works.
Return any unwanted parts back to suppliers for credit
Person Specification:
Essential
Experience of working in an FM administration environment
Have a good understanding and experience of finance and WIP management Worked in a fast-paced team with the ability to remain calm under pressure Outstanding communication skills both internal and external
The ability to effectively prioritise your workload and build relationships with key stakeholders. Excellent attention to detail and ability to follow process
A proactive/can do attitude to work
The ability to work on own initiative and take full ownership of role
Desirable
CAFM system experience in Service Channel and Maximo
💡 Quick Summary
Seeking a career-building opportunity? The Contract Support position is now open for candidates interested in the Customer Care Executive sector. This role in London offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Customer Care Executive is a plus.
