Operations Support Administrator

Brook Street UK
11 Mar 2018
14 Mar 2018
Contract Type
Full Time
Brook Street is currently working on behalf of a Client to recruit an Administrator to work as part of the Operations Support team. This is a Permanent role based in Reading to start ASAP.

Working hours are 40 per week, working between 08:00 to 17:00 / 1 hour unpaid and finish times may vary.

Principle Accountabilities:

Processing and supporting of contract service related requests and orders such as:

* Management requests, Cleaning consumables, operational tooling, security operations, uniform, holidays, IT equipment etc.
* Scrutinise all support documentation for correct coding and cost allocations for data capturing.
* Input data onto computer system in the prescribed fields
* Checking of Invoices and matching for payment
* Processing timesheets and expenses
* Ensure high level of input accuracy to rigidly maintain data integrity
* Draw regular and customised data reports from the system
* Ensure up-to-date training on the system applications by attending training courses or by self-taught modules
* Assist in training other system users
* Support the Service
* Attend to all related queries from internal as well as external clients within the laid-down timelines either by phone or in writing and ensure high level of customer satisfaction
* Ensure all suppliers and subcontract invoices are processed and settled on time
* Assist with general office duties such as, stationary stock control, refreshment orders, relief functions for switchboard or reception, preparation of ad hoc reports, maintaining the filing and archive systems, scanning of critical back-up documentation, checking and dispatching of bulk invoices etc.
* Compile spreadsheets in Word or Excel format for any non-standard reporting
* Contribute to the effective working of the Operations Support function by:
* Identifying with and participating in the attainment of team objectives and priorities.
* Communicating and sharing knowledge with other team members
* Developing personal skills to meet both individual and team needs
* Take the initiative to ensure that work processes, procedures and systems are effective and efficient while ensuring practices are aligned to established corporate standards of professionalism and accuracy.
* Maintain focus on excellent customer service delivery standards
* Maintain a high level of knowledge of all products and services on offer by the company
* Any other Ad Hoc tasks to assist the team.

Person Specification:

Essential Skills:

* FM or related experience
* Good IT Literacy - Demonstrated experience in computer applications, including Microsoft Office (Word, Excel, PowerPoint, Publisher), E-mail and Internet and databases
* Order raising and processing
* Invoice matching and query processing
* FM CAFM / Systems experience
* KPI / SLA management
* Information Database management
* Proven ability to provide a high standard of support in Administrative principles, including the ability to implement systems and processes and to pro-actively resolve problems
* Acceptable level of interpersonal and communication skills, with the ability to liaise with customers and staff at all levels in both written and spoken English
* Demonstrable organisational and time management skills, including the ability to manage competing priorities, monitor and co-ordinate a range of prescribed processes, to achieve tight deadlines and desired outcomes with due regard to accuracy
* Demonstrable ability to contribute as a member of a team to achieve positive outcomes and provide quality service to customers

Desirable Skills:

* Multi Site Team Administration
* Payroll Experience
* Finance and Accounts experience
* Multi Service Line FM experience
* Knowledge of Workplace Health and Safety (WH&S) practices and policies

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