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- Tasks: Support the team with admin tasks and coordinate engineers and subcontractors.
- Company: Join a dynamic company focused on delivering top-notch facilities management services.
- Benefits: Enjoy flexible hours, part-time work, and opportunities for personal growth.
- Why this job: Be part of a supportive team that values customer service and continuous improvement.
- Qualifications: GCSEs in Maths and English; experience in facilities management preferred.
- Other info: Work Wednesday to Friday with a focus on teamwork and effective communication.
To provide comprehensive administrative support to the team and co-ordinate engineers and subcontractors as required, supporting all Business Operations portfolio. To assist with managing the cleaning contract and tenancy works and inspections.
Part Time schedule as follows:
- Days: Wednesday to Friday
- Hours: 7 hours, 7 hours, 6 hours
We can be flexible on hours but not days of Wednesday to Friday.
MAIN DUTIES AND RESPONSIBILITIES
- Understand, anticipate and deliver customer (internal and external) needs while building effective relationships.
- Assist with the negotiation of subcontracted maintenance works, followed up with planning and control work on site, Health & safety and compliance documentation.
- Co-ordinate all sub-contractor site visits to ensure full compliance.
- Take ownership of management reports and achieve results within quality and time restraints.
- Assist with the management of the CAFM system including system integration & improvement, data entry and the production of operational reports for KPI measurement reporting.
- Formulate recharges and track costs for additional requested works to any building included in the portfolio.
- Convey messages and ideas clearly and openly.
- Involve people and influence decisions.
- Understand and oversee Admin / Office procedures and processes and operate them to the required standard.
- Oversee the operation of the Helpdesk efficiently ensuring all calls are dealt with and allocated to engineers in a timely manner.
- Research and scope out potential ideas for departmental project and efficiency work.
- Provide customer feedback and progress chasing of customer requests.
- Carry out general office / contract support duties.
- Assist the CBRE Manager and support in any other office duties seen fit.
- Manage closely all Work in Progress and advise on time scales and deadlines.
- Overview of all sub-contractor log books and site log books.
- Oversee statutory compliance maintenance and ensure log books are updated accordingly.
- Produce various client reports and contract review packs as and when required.
PERSON SPECIFICATION
Education
- A good basic education is essential, with at least GCSE passes in Maths and English or equivalent.
- Higher educational qualifications to 'A' level/HNC/D or degree would be beneficial or equivalent.
Training
- Good PC based skills, with experience in Word/Excel and Outlook - intermediate to advance level.
Experience
- Microsoft - PowerPoint, Excel, Word and Outlook.
- Knowledge of soft services contracts.
- 3 years' experience in a Facilities Management role.
- Previous experience in tenancy management and carrying out tenant building condition surveys.
Aptitudes
- Must be flexible and demonstrate a strong sense of customer focus.
- Excellent verbal, and good basic standard of written, communication skills.
- Self-motivated and systematic.
- Results/task orientated, attention to detail and accuracy.
- Excellent time management and organisational skills.
- Commitment to continuous improvement.
- Ability to work as part of a team, as well as independently.
Character
- Committed to customer service delivery.
- Reliable and committed.
- Confidential and discrete approach.
- Calm manner, able to work under pressure and with changing demands and priorities.
- Smart appearance.
- Be flexible to work outside core office hours from time to time.
Contact Detail:
CBRE Local UK Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Site Administration Support - Part Time
✨Tip Number 1
Familiarise yourself with the specific duties mentioned in the job description. Understanding the nuances of site administration support, such as managing cleaning contracts and coordinating subcontractors, will help you demonstrate your knowledge during the interview.
✨Tip Number 2
Network with professionals in the facilities management sector. Attend industry events or join online forums to connect with people who can provide insights into the role and potentially refer you to opportunities at StudySmarter.
✨Tip Number 3
Prepare examples from your past experience that showcase your ability to manage multiple tasks and maintain attention to detail. Highlighting your organisational skills and customer service focus will resonate well with the hiring team.
✨Tip Number 4
Research our company culture and values at StudySmarter. Being able to articulate how your personal values align with ours during the interview can set you apart from other candidates and show your genuine interest in the position.
We think you need these skills to ace Site Administration Support - Part Time
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative support and facilities management. Emphasise your skills in customer service, time management, and any specific software you are proficient in, such as Word and Excel.
Craft a Strong Cover Letter: In your cover letter, address how your background aligns with the job requirements. Mention your ability to manage subcontractors, handle compliance documentation, and your experience with customer feedback processes.
Showcase Relevant Experience: When detailing your work history, focus on roles where you provided administrative support or worked in facilities management. Include specific examples of how you improved processes or contributed to team success.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A well-presented application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at CBRE Local UK
✨Show Your Customer Focus
Since the role requires a strong sense of customer focus, be prepared to share examples of how you've successfully met customer needs in previous positions. Highlight your ability to build effective relationships with both internal and external stakeholders.
✨Demonstrate Your Organisational Skills
The job involves managing multiple tasks and deadlines. During the interview, discuss your time management strategies and provide specific examples of how you've effectively organised your workload in past roles.
✨Familiarise Yourself with Compliance and Health & Safety
Understanding compliance documentation and health & safety regulations is crucial for this position. Brush up on relevant regulations and be ready to discuss how you have ensured compliance in your previous roles.
✨Prepare for Technical Questions
Given the need for good PC skills and experience with systems like CAFM, expect technical questions. Be ready to discuss your proficiency in software like Word, Excel, and Outlook, and any experience you have with data entry and reporting.
