Facilities Management Administrator

An exciting opportunity is available for a motivated individual to work within the Facilities Management Team for 20 hours per week.  To carry out the scheduling and administration associated with FM business unit in Guernsey working closely with the FM Management and engineering team.

Primary Duties
● To ensure that customers enquiries are dealt with efficiently and with the highest standards of customer care.
● To carry out all general administration functions for the FM business unit and other departments as required.
● To ensure that all data is accurately and timely entered into G4S systems and to ensure all invoicing is completed on time.
● To ensure that all administration tasks are completed within the requirements of quality standards.
● Provide receptionist duties as and when required.
● Liaising with FM Manager and Service Desk Team in terms of availability of engineers and raising jobs on FM maintenance systems.
● Set up of Customers and jobs on FM maintenance systems.
● Input of timesheets and worksheets for customers on FM maintenance systems ensuring all time is signed off by the relevant line manager including customer’s computer assisted facilities management systems (CAFMs) as required.
● Scheduling of PPM and reactive works with customers.
● Purchase orders to be allocated to each job following receipt from the Finance department and ensuring consumables are posted to jobs.
● Completion of a wide variety of administrative tasks to support effective reporting to clients and internal business units
● Filing

Essential:
● Customer Service experience
● Excellent Google Workspace and IT administration skills
Desirable:
● Experience of working with a CAFM system (Computer Aided Facilities Management
System)
● Experience of working with Google Sheets and documents
Personal Attributes
● Excellent customer service skills combined with excellent interpersonal and
communication skills.
● Flexibility, able to meet deadlines and the ability to work under pressure .
● Attention to detail is a must and ability to read and interpret engineer reports when
received.
● The ability to adapt to change
● Excellent organisational skills

Competitive