17 Sep 2019

Facilities Management Assistant and Office Administrator

Ref 32679

A property company is seeking a Facilities Management Assistant and Office Administrator to undertake the following duties:

  • Organising occupier meetings
  • Advising occupiers of inspections / visits 
  • Assigning & chasing actions & compliance with contractors
  • Closing actions & uploading documents, requesting quotes against actions
  • Assist with weekly inspections and tenant’s meeting
  • Liaise with contractors and organise site visits 
  • Occupier handbooks for each building.
  • Amend the Fire & Water management folders so that they are building specific.
  • Update branding in existing Fire & Water folders where necessary
  • Obtain meter readings when necessary
  • Signing off invoices, matching with help-desk jobs, invoice queries
  • Assist with batches on request from Head of Accounts 
  • Answer telephones, direct calls and take messages
  • Open electronic files and sub files and chase surveyors to confirm they are 100% compliant once a job has been completed
  • KYC -Google Searches and World Check Searches.  Understand and implement our KYC procedures.  
  • Help organise events
  • Petty Cash and arrange birthday cards and book birthday lunches
  • Order stationary, water, coffee, postage stamps
  • Chase surveyors to ensure all files are 100% complaint with all sections completed to standard, ensure all files have conflict of interest checks and KYC to required standard.  
  • Deliver messages and run errands 

The desirable candidate will have the following skills and attributes: 

  • Excellent work ethic
  • Highly Organised
  • Attention to detail
  • Excellent Communication Skills
  • IT literate
  • Personable and outgoing
  • Excellent IT skills
  • Flexible and methodical approach to tasks and be able to prioritise under pressure
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