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- Tasks: Manage work orders, compliance, and financial records in a dynamic facilities management role.
- Company: Join a leading facilities management team at West Quays Shopping Centre.
- Benefits: Gain valuable experience, develop skills, and work in a supportive environment.
- Other info: Immediate start available; perfect for those seeking hands-on experience.
- Why this job: Make a real impact in facilities management while enhancing your career.
- Qualifications: 3 years in facilities management with strong communication and organisational skills.
The predicted salary is between 30000 - 40000 £ per year.
This is an on-site facilities management contract support position at West Quays Shopping Centre requiring immediate start. The role operates Monday-Friday, 08:00-17:00, reporting directly to the JLL Contract Manager.
Core Responsibilities
- Work Order Management & Compliance: The position centers on scheduling all planned preventive maintenance (PPM) and reactive work in accordance with contract requirements and service level agreements. You'll manage payment applications through internal and client systems while maintaining comprehensive documentation for compliance purposes. Critical compliance activities include managing Meridian documentation, ensuring timely completion of inspections, and maintaining both hard and soft copy records according to JLL's quality assurance procedures.
- Asset & Financial Management: You'll track and report on asset issues, upgrades, recommendations and insurance inspections while generating analytical reports on breakdown trends, costs and value assessment. Financial responsibilities include managing payment applications, maintaining accurate financial records, reviewing work-in-progress reports, highlighting jobs over 60 days old, and supporting budget preparation and monthly analysis. The role requires working knowledge of timesheets and financial profit awareness.
- System Administration & Reporting: Serve as first-line support for the CAFM system and eLogbooks hardware, managing subcontractor assets within the system and generating reports as required. You'll maintain accurate online filing for statutory certification, manage Vantify interactions and deadlines, and handle client incident/accident reporting and data management system updates.
- Stakeholder Engagement: Attend steering groups and development meetings as site champion, support Hard Services Supervisors in PPM delivery, provide administration support for Contract Manager financial queries, and manage relationships with subcontractors and the supply chain.
Required Qualifications
- Essential Experience: Minimum 3 years in similar facilities management role allocating and managing work orders; 3 years managing subcontractors and supply chain relationships; Recent experience contributing to business control exceeding £1 million; Proven track record supervising building engineering services and/or soft services; 3 years successful process management experience; Understanding of helpdesk/call center processes and workflow.
- Technical Skills: IT literate with demonstrable knowledge of computer-aided facilities management software; Understanding of asset management information systems; Basic commercial and budgetary understanding; Ability to operate standard office equipment.
- Personal Attributes: Customer-focused with excellent communication and interpersonal skills; Strong attention to detail; Consistently punctual and smartly presented; Computer literate with ability to complete only tasks within competency level.
The role manages significant financial responsibility while requiring both technical proficiency in FM systems and strong stakeholder management capabilities to ensure contract compliance and client satisfaction.
Contract Support Administrator (FM) in Southampton employer: Integral UK Ltd
Contact Detail:
Integral UK Ltd Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Contract Support Administrator (FM) in Southampton
✨Tip Number 1
Network like a pro! Reach out to your connections in the facilities management sector. Attend industry events or join online forums where you can meet potential employers and learn about job openings. Remember, sometimes it's not just what you know, but who you know!
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand their values and how they align with your skills in work order management and compliance. This will help you tailor your responses and show that you're the perfect fit for the Contract Support Administrator role.
✨Tip Number 3
Practice makes perfect! Conduct mock interviews with friends or family to boost your confidence. Focus on articulating your experience in managing subcontractors and financial responsibilities clearly and concisely. The more you practice, the more natural it will feel during the real deal.
✨Tip Number 4
Don't forget to apply through our website! We have loads of opportunities waiting for you, and applying directly can give you an edge. Plus, it shows your enthusiasm for joining our team at StudySmarter. So, get those applications in and let’s land that job together!
We think you need these skills to ace Contract Support Administrator (FM) in Southampton
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Contract Support Administrator role. Highlight your experience in facilities management, especially any work order management and compliance tasks you've handled. We want to see how your skills match what we're looking for!
Showcase Your Experience: In your cover letter, give us a glimpse of your past experiences that relate to managing subcontractors and financial responsibilities. Share specific examples that demonstrate your ability to handle significant financial oversight and compliance activities.
Be Clear and Concise: When writing your application, keep it clear and to the point. Use bullet points where possible to make it easy for us to read through your qualifications and experiences. We appreciate straightforward communication!
Apply Through Our Website: Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it gives you a chance to explore more about StudySmarter and what we do!
How to prepare for a job interview at Integral UK Ltd
✨Know Your Stuff
Make sure you brush up on your facilities management knowledge, especially around work order management and compliance. Familiarise yourself with the specific systems mentioned in the job description, like CAFM and eLogbooks, so you can confidently discuss how you've used similar tools in past roles.
✨Showcase Your Experience
Prepare to share specific examples from your previous roles that highlight your experience managing subcontractors and financial responsibilities. Think about times when you successfully tracked asset issues or contributed to business control exceeding £1 million, as these will resonate well with the interviewers.
✨Engage with Stakeholders
Since stakeholder engagement is key in this role, be ready to talk about how you've built relationships with subcontractors and managed client interactions. Share stories that demonstrate your excellent communication skills and how you’ve supported teams in delivering successful outcomes.
✨Attention to Detail is Key
This position requires a strong attention to detail, especially when it comes to compliance and documentation. During the interview, mention how you ensure accuracy in your work, whether it's maintaining records or managing financial documents, to show that you understand the importance of this attribute in the role.