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Facilities Contract Administrator

  • Location

    Chelmsford

  • Sector:

    Facility / Cleaning

  • Job type:

    Permanent

  • Salary:

    Not Specified

  • Job ref:

    REF21208E

  • Published:

    1 day ago

  • Expiry date:

    2023-09-25

  • Client:

    Mitie

Job Description

  • To provide support to the Head of Facilities Management

  • Delivery of contract administration duties

  • Effective liaison with the Mitie operational teams to ensure deadlines are met

  • Drive the highest level of results on Health, Safety, Quality & Environmental

  • Provide outstanding customer service to all stakeholders

  • Provide support to the Head of FM

  • Undertake general administration tasks

  • Production of reports / data analysis in (Word, Excel, PowerPoint) including tables & graphs, spread sheets as required

  • Upkeep of the contract data pack and associated documents

  • Upkeep of Business Continuity Plan

  • Support the compliance team with managing sub-contractor visits, remedial works, obtaining risk assessments, method statements, work record sheets, upkeep of the Compliance Library

  • Assist with contract finances

  • Complete Freedom of Information requests

  • Ensure vetting requirements are up to date

  • Keep the training matrix and competency registers updated.

  • Book in training for the engineers including arranging any travel and accommodation

  • Monitor E Learning course completion for the team and report accordingly

  • Development and maintain Engineers Operating Procedures, provide updates when required

  • Monitor and distribute company communications & H&S bulletins

  • Monitor overtime

  • Maintain SharePoint folders ensuring they are up to date with the latest information

  • Attend meetings, produce & distribute minutes

  • Operate and update Maximo and various company systems

  • Raise Purchase Orders

  • Assist with audits

  • Log hazards onto sharepoint and AVA

  • Order and manage uniform issue

  • Cover other colleagues duties as requested

  • Undertake all other reasonable work related requests,

  • Follow Group and company policies and procedures at all times

  • Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment

  • Use all work equipment and personal PPE properly and in accordance with training received

  • Report any issues or training needs to your line manager and /or via your divisional incident reporting system

Candidate Description

  • Previous experience of working in Hard Services and Facilities Services is essential

  • Advanced experience of Microsoft Excel (Graphs, Pivots & VLOOKUP Essential) MS Word, PowerPoint

  • Excellent typing skills

  • Well organised with a high attention to detail, data analysis skills and production of high quality reports

  • Deadline driven with ability to manage own time and prioritise workload

  • Strong organisational and time management skills and be able to multi-task effectively

  • You will be customer focused

  • Forward thinking, innovative and a continuous improvement mind set

  • You will have excellent communication skills

  • Demonstrate an all round capability to work with different parts of the team,

  • Have a flexible attitude to work occasionally willing to work beyond normal hours

  • Travel to other associated sites to undertake duties, when required

  • Smart and presentable

  • Understand and maintain confidentiality

  • Experience of SAP, Oracle, Maximo is desirable but not essential

Employer Description

Mitie was founded in 1987, Mitie is the UK's leading facilities management and professional services company, looking after a large, diverse, blue-chip customer base, from banks and retailers, to hospitals, schools and government offices. Mitie has over 77,000 people, 100+ office locations, and thousands of customers across the country, there's no limit to what you can achieve if you work for us.