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Clear Futures Recruitment Limited
,
London, Greater London
Facilities Contracts Administrator
Overview
Our client, a reputable and established co-working office provider is looking for an experienced and proactive administrator to support the Head of FM and FM Team that manage sites across a portfolio. This role will ensure that all the associated assistance required, assisting the team to deliver on their objectives is provided. The ideal candidate will have excellent communication and interpersonal skills due to having to liaise with all different departments and key-personnel. MAIN DUTIES / RESPONSIBILITIES : Procurement Provide administrative support to the Facilities Management procurement processes. This includes the development and issue of tender documentation, maintaining applicable audit trails (issue dates and responses etc.) Be the point of contact for participant questions and ensuring answers are shared with all parties. Consolidate responses and provide reporting to line management for review. Communication to unsuccessful participants Arrangement of service provider site meetings / shortlist presentations. Assist with contract implementation and mobilisation ensuring all service levels are met as part of initial set up. Contract Administration: To administer the service provider contract register ensuring accuracy and escalation of critical dates with team. Dealing with contract addendums – documentation / approval / pricing / site additions / deletions and communicating any amendment to applicable teams. Communication of internal staff changes to service providers Creation, issue and circulation of service provider meeting minutes. Review of FM actions and ensuring completion, escalating to Senior FM / Head of FM as required. Creation of review meeting calendar appointments, circulating the agenda in advance and performance information highlighting areas for review/completion. Contract Management: To manage various FM contracts ensuring service delivery to the desired quality. This will include the management from the procurement process, through to selection, appointment and implementation. Measuring performance through KPIs, service overview, customer and site team feedback Management of CAFM system (Elogbooks) Oversee the management and general performance of the elogbooks system identifying and overseeing system improvements. Undertake analysis of system data and provide applicable management reporting including service provider and staff performance, escalation of overdue critical tasks and general overview for weekly / monthly FM reporting pack. Provide reporting on trends / issues at portfolio/cluster/centre/service provider level to improve FM service delivery. Upkeep of training guide and ensuring internal Training Manager is updated on changes to system. To apply please email your CV to Surekha Gilroy.