Administration Assistant

Overview

Equans is looking for an Administration Assistant to join our team at the University of Sheffield on a permanent basis. This is a full‑time role working 37.5 hours per week. The starting salary is £24,000 per annum plus a competitive benefits package.

Responsibilities

• Office based – working 9 AM to 5 PM Monday to Friday.
• End‑to‑end workflow administration of Reactive Works through the Maximo CAFM system.
• Supports works supervisors with oversight and distribution of Work Orders.
• Trend analysis of Maximo Work Orders through BI.
• Raising & receipting of PPM and reactive works purchase orders.
• Raising of corrective work orders.
• Monitoring safety and compliance groups to record and log damage and safety incidents.
• Liaising with subcontractors for delivery of reactive works.
• Liaising with the University Helpdesk for coordinating both access to buildings and the delivery of works.
• Interpret reactive work descriptions to support administration of student damage through the client system.
• Monthly review of all GRIR and WIP (Work in Progress).
• Administration of all purchase card expenditure receipts and reconciliation.
• Support the wider contract with general administrative support as required.

Benefits

• 24 days annual leave plus public holidays.
• Life Cover equivalent to 1.5 times annual salary.
• Employee discount shopping schemes on major brands and retailers.
• Gym membership discounts.
• Cycle to work scheme.
• Holiday purchase scheme.
• 2 corporate social responsibility days per year.
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalised support programmes.
• Attractive Employee Referral Rewards Scheme.
• Access to our growing employee networks.
• 24/7 Employee Assistance Programme and access to mental wellbeing app.

Qualifications

• Rounded educational background with direct experience in financial and operational administration.
• Facilities Management (Hard Services) experience desirable.
• Experience of Maximo / other CAFM systems advantageous.
• Understanding of WIP & Billing process.
• Experience in both finance and workflow administration desirable.
• Excellent IT skills with Microsoft applications, SAP & other in‑house IT Management systems (Maximo, STEMS, Coupa, etc).
• Excellent communication and customer service skills.
• Demonstrate good time management skills, working to deadlines and adhering to set procedures.
• Highly motivated, organised, versatile and adaptive.
• Credible experience within a general Contract Administration position.
• Standard DBS check required.

Application

Standard DBS check therefore ability to pass is essential. If this role is of interest to you, please click below to register, apply, and track your progress.