Administrator

Location: London / Hybrid Working
Salary: £30,000 – £35,000 per annum
Working Hours: Monday to Friday, 08:00–17:00
Contract: Temp to Perm

Role Overview

We are currently recruiting for an experienced Administrator to support a major facilities management contract based in London, with the role primarily based in London alongside hybrid working.

This is a varied administrative position supporting site management and contract delivery teams with quotations, purchase orders, subcontractor coordination, compliance administration, reporting and general contract support.

Key Responsibilities

* Prepare and submit quotations, ensuring supporting supplier quotations and relevant documentation are accurately referenced.

* Raise, manage and receipt purchase orders using CAFM systems.

* Maintain accurate quotation, purchase order, compliance and operational trackers.

* Update contract information and documentation within Microsoft SharePoint, Teams and internal systems.

* Support the scheduling and closure of approved works and quotations.

* Liaise closely with Contract Managers and Site Managers to ensure approved works are allocated and completed.

* Upload supplier quotations, completion evidence, subcontractor job sheets and supporting documentation to document management systems.

* Maintain accurate records to support billing, auditing and commercial processes.

* Assist with maintenance schedules and ensure key planned preventative maintenance dates are monitored.

* Liaise with subcontractors, suppliers and internal stakeholders regarding additional works, consumables and reactive maintenance requirements.

* Ensure reactive works, additional works and consumables are correctly recorded separately from core planned maintenance activities.

* Check supplier and subcontractor documentation is current and compliant.

* Support quotation authorisation processes and monitor outstanding client approvals and purchase orders.

Skills & Experience

* Previous administration experience within a busy commercial or operational environment.

* Strong organisational skills with the ability to manage multiple priorities.

* Excellent attention to detail when preparing documentation and maintaining records.

* Strong written and verbal communication skills.

* Good working knowledge of Microsoft Office, particularly Excel, Word and Teams.

* Experience using CAFM, asset management or similar operational systems.

* Confidence communicating with suppliers, subcontractors, clients and internal stakeholders.

* Ability to work independently and manage changing operational requirements.

* Strong record-keeping and document management skills.

Desirable Experience

* CAFM systems

* Document management systems.

* Purchase orders and quotation administration.

* Supplier and subcontractor coordination.

* PPM and reactive maintenance environments.

This is an excellent opportunity for an experienced Administrator looking to join a fast-paced contract environment where they can play an important role in supporting operational and commercial delivery