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For Companies At a Glance
- Tasks: Provide admin support, coordinate engineers, and manage contracts.
- Company: Join a dynamic team focused on business operations and facilities management.
- Benefits: Flexible hours, part-time schedule, and opportunities for growth.
- Why this job: Gain hands-on experience in a supportive environment while enhancing your organisational skills.
- Qualifications: GCSEs in Maths and English; experience in facilities management preferred.
- Other info: Work Wednesday to Friday with potential for flexible hours.
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.
Site Administration Support - Part Time employer: CBRE Local UK
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 any discussions.
✨Tip Number 2
Network with professionals in the facilities management sector. Engaging with current employees or industry contacts can provide insights into the company culture and expectations, which can be invaluable when preparing for interviews.
✨Tip Number 3
Brush up on your IT skills, particularly in Microsoft Office applications like Excel and Word. Being able to showcase your proficiency in these tools can set you apart, especially since the role requires data entry and report production.
✨Tip Number 4
Prepare examples of how you've successfully managed customer relationships in previous roles. This will help you illustrate your strong customer focus and ability to communicate effectively, both of which are key attributes for this 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: Write a cover letter that addresses the specific requirements of the Site Administration Support role. Mention your understanding of the duties listed in the job description and how your background makes you a suitable candidate.
Showcase Relevant Experience: In your application, provide examples of past roles where you managed subcontractors or worked in facilities management. Highlight any experience with compliance documentation and customer feedback processes.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects attention to detail, which is crucial for this role.
How to prepare for a job interview at CBRE Local UK
✨Showcase 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
With responsibilities including managing reports and overseeing compliance documentation, it's crucial to showcase your organisational skills. Discuss specific tools or methods you use to stay organised and manage multiple tasks effectively.
✨Familiarise Yourself with Facilities Management
Given the emphasis on facilities management experience, brush up on relevant terminology and processes. Be ready to discuss your previous roles in this area, particularly any experience with tenancy management or maintenance works.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities and how you handle pressure. Prepare scenarios where you've had to manage tight deadlines or coordinate with subcontractors, and explain how you navigated those challenges.
