Facilities Administrator Support

OCS Group

22h

About The Position

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering. Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment About The Role: Key Responsibilities: Coordinate Works for Uisce Éireann Asset Operation sites. Site Packs to be updated & maintained. Teams / BIM360 folders to be updated & maintained. Contact Cards to be updated & maintained. Monitor and Close out PPM & Reactive tasks on the CAFM system. Financial Support – Raising PO’s, monitoring invoices, Support issuing out weekly & monthly meeting minutes. Transfer of assets/PPMS from Excel to the CAFM system Respond to all queries from suppliers and/or vendors. Managing and tracking all such queries, escalating as required to the Team Manager and ensure the closure of these queries in a timely and efficient manner. Information management, including the population and upkeep of Teams / BIM360 folders SharePoint site and Document Management System Ensure adherence to relevant Company Policies and Procedures from a compliance point of view. Track, analyse and format site KPI’s for inclusion in Department monthly report Collate weekly, monthly, quarterly, and ad hoc reports as requested. Preparation of presentations, spreadsheets, minutes of meetings and reports Analyse data from various reports

Requirements

Previous experience in a similar role is desirable.
Exceptional knowledge of the Microsoft Office products including MS Word, Excel, PowerPoint, and Outlook
Strong organisational and analytical capabilities with attention to detail, high levels of integrity, and professionalism at all times, with a proven ability to multi-task.
Ability to work well in a fast-paced target driven environment.
Sound judgment and decision-making skills and ability to work under pressure.
Excellent influencing, interpersonal and communication skills.
Capable of working on own initiative.
Customer Focused and a good team player.
Enthusiastic committed self-starter with proactive approach to problem solving.
Ability to work with others to ensure success in the performance of a team.
Excellent verbal and written communication skills with the ability to convey messages in a clear and sufficient manner.
Proven effective time management skills with the ability to prioritise and remain focused.
Flexible with regards working in a changing environment and the ability to adjust to new work structures, processes, and requirements, as necessary.
Proactively identifying new areas of learning and using newly gained knowledge and skill on the job.
Striving for quality and ensuring consistent high standards of work.

Nice To Haves

Knowledge of Microsoft Project would be an asset.

Responsibilities

Coordinate Works for Uisce Éireann Asset Operation sites.
Site Packs to be updated & maintained.
Teams / BIM360 folders to be updated & maintained.
Contact Cards to be updated & maintained.
Monitor and Close out PPM & Reactive tasks on the CAFM system.
Financial Support – Raising PO’s, monitoring invoices, Support issuing out weekly & monthly meeting minutes.
Transfer of assets/PPMS from Excel to the CAFM system
Respond to all queries from suppliers and/or vendors.
Managing and tracking all such queries, escalating as required to the Team Manager and ensure the closure of these queries in a timely and efficient manner.
Information management, including the population and upkeep of Teams / BIM360 folders SharePoint site and Document Management System
Ensure adherence to relevant Company Policies and Procedures from a compliance point of view.
Track, analyse and format site KPI’s for inclusion in Department monthly report
Collate weekly, monthly, quarterly, and ad hoc reports as requested.
Preparation of presentations, spreadsheets, minutes of meetings and reports
Analyse data from various reports