- Responsible for issuing and assigning statutory maintenance tasks to sub-contractors and Sodexo staff.
- Responsible for ensuring asset information is updated and make necessary changes as requested.
- Completion of all information required for works in a timely manner and recorded on FM system.
- Ensure all purchase orders to Contractors are issued accurately and in a timely manner.
- Ensure statutory compliance records are up to date, signed and filed as required.
- Issue works instructions received from our Client to approved contractors in order for them to quote
- Meet and host any contractor visits required to produce quotes, including arranging for the necessary communications and security controls.
- Deliver site inductions to contractors and employees.
- Prepare Sodexo quotations for works for submission to the client and support with business case presentations for projects.
- Follow up work in progress and update on in-house system.
- Provide, as requested, updated information to the Client or Manager.
- Provide information and to assist in the compiling of monthly report.
- Manage the Sodexo help desk operation, assigning and closing out jobs.
- Liaise with site team to ensure timely distribution of reports and follow up required to achieve timely close out of actions.
- Ordering of stock of consumable items and assisting with stock take when necessary.
- Support the site GSM / management team in general administrative duties involved with the contract scope on site.
Essential:
- Have a good basic education, with good written and spoken English and basic mathematical skills.
- Minimum of Highers education level
- A keen eye for detail
- Proven experience in office administration
- Skilled and experienced in office software packages e.g., Excel, PowerPoint and MS Office tools, ability to produce reports, spreadsheets, and presentations
- Strong interpersonal skills enabling ongoing positive relations with all stakeholders
- Be a team player with a flexible and adaptable approach.
- Excellent planning and organisational skills
Desirable:
- Working knowledge of facilities services
This site is a high security unit with some items, including mobile phones prohibited, on site. Enhanced H&S on site with PPE required throughout.
The successful applicant will be subject to a basic Disclosure Scotland check