• Job Reference: 19021336143027880839
  • Date Posted: 11 April 2019
  • Recruiter: Magenta Recruitment Ltd
  • Location: London
  • Salary: On Application
  • Sector: Building Services
  • Job Type: Contract, Permanent
  • Work Hours: Full Time
  • Contact: Jon Oldknow
  • Email:
  • Telephone: 02085473399

Job Description

Job Purpose

To consistently provide highly efficient and professional administrative support to the FM Team.

Be involved with the coordination and implementation of all office procedures and frequently have responsibility for specific projects and tasks.


Key Tasks

  1. Ensure all incoming calls are answered efficiently and professionally resolving issues on behalf of the FM business and their customers. Assure all calls are noted and emailed to the relevant individual when necessary.

  2. Maintain appropriate records, guaranteeing that spreadsheets correspond with filed paperwork and that all certificates and accreditations are up to date and logged accordingly.

  3. Liaise closely with HR for specific data including timesheets, expenses, sickness and holiday.

  4. Communicate effectively with clients, sending frequent updates on open jobs and reports.

  5. Assist with the co-ordination of engineers including scheduling appointments, booking rooms for meetings and ensuring access is arranged, providing accurate information for residents.

  6. Ensure Outlook calendars are up to date and all engineers are aware of daily and future tasks.

  7. Confirm all jobs are completed and closed out within a specific timeframe, ensuring all engineers send their daily job reports.

  8. Verify all engineers have correct materials and equipment for planned jobs and advise when parts are ready to collect from the office or wholesalers.

  9. Ensure all company vehicles are cleaned, maintained and have valid insurance.

  10. Liaise appropriately with insurers and arrange repairs when necessary.

  11. Ensure all sub-contractor service visits are booked in, relevant site personnel are notified in advance and the appropriate RAMS are signed and in place.

  12. Confirm all staff have correct uniform and PPE, checking materials against purchase orders on delivery.

  13. Upload documents to various portals, where necessary, eg. Pirana, Dwellant, Clixifix.

  14. Collate and file company credit card receipts for all engineers.

  15. Arrange monthly Out of Hours Call Out rota, communicating schedule to engineers and recording any variations.

  16. Maintain a monthly mileage log for all company vehicles.   

  17. Overall, to undertake all reasonable requests in line with this role and the wider business requirements.


Interested? Then click the apply button today or contact me for further information on 0208 547 3399

All Applicants must have the right to work in the UK or hold the appropriate work permit.