Facilities Administrator
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- Dorking
- Posted 24th Aug 2010
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Posted by:
Lloyd Recruitment - Epsom
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Salary:
16,500 - 17,000
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Job Type:
Permanent
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Address:
56 High Street
Epsom
KT19 8AJ
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Contact:
01372 818299
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Reference:
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This job has been viewed
128 times
since it was posted.
Job Description
We are seeking a Facilities Administrator to join our clients leading local organisation in Dorking.
Purpose of Role:
To provide administration and support to Head of Property Services and the Facilities Department by dealing with as much of the routine as possible to enable the team to focus on overall business priorities.
Key Accountabilities:
· To support the administration of the Purchasing Cycle, in association with Purchasing team, the Finance Department and client departments and divisions, in accordance with the corporate Purchasing policy.
· To ensure budgetary control is maintained by the correct authorisation and coding of invoices.
· To ensure appropriate recording of costs/invoice information in support of the departments requirements.
· To play a key role in providing information for departmental budget reviews, forecasts and submissions.
· To ensure the appropriate filing and retention of original documents etc.
· Set up and maintain highly effective information management and filing systems, requiring a broad understanding of business issues.
· Manage diaries, schedule meetings and travel arrangements to ensure all commitments are met and schedules run smoothly.
· Manage incoming calls professionally to ensure calls are responded to efficiently and in a timely manner
· Prepare and distribute high quality documentation and presentations as required within agreed timescales.
· Ensure that routine tasks are completed and information prepared, filed and distributed as required, within agreed timescales.
· To assist in team projects
· To ensure that information required by the management team from other members of staff is received on time.
· To co-ordinate internal and external meetings for the Head and Direct Reports Team and to collate and circulate material.
· Provide secretarial support for Managers in key/critical business meetings
· Be proactive in supporting the team/customer interface.
· Be point of contact for inward/outward department communications.
· Maintain departmental calendar for all sites.
· Provide front of house cover during periods of absence due to annual leave, sickness and at other ad-hoc times.
Required Knowledge and Skills:
High level of proficiency in operating PC systems, including Word, Excel and PowerPoint.
Ability to work to high standards.
Knowledge of the organisation, it's structure and business priorities.
To have a full and thorough knowledge of accountancy best practice, with ideally, a finance, purchasing or procurement qualification or working towards.
Good negotiation skills.
Be able to deal with customers and third party negotiations by telephone as well as in face to face communications
Minimum entry criteria:
Relevant secretarial or administration experience. Ideally gained within an insurance or similar corporate environment.
Strong communication and interpersonal skills
Strong verbal and numerical skills
Good planning and organisation skills
For further information, please contact Kim Williams
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