At a Glance
- Tasks: Manage contracts, compliance audits, and office operations in a dynamic team.
- Company: Join a dedicated team in the Facilities Management sector.
- Benefits: Gain diverse experience and develop essential administrative skills.
- Other info: Opportunity for growth in a supportive, collaborative environment.
- Why this job: Be a key player in delivering impactful services to clients.
- Qualifications: Experience in Facilities Management and strong administrative skills required.
Are you an organized administrative professional with a background in Facilities Management? We are looking for a proactive FM Contracts & Office Administrator to join our small, dedicated team. In this vital role, you will work closely with management, playing a key part in delivering our contractual obligations to the client. This is a highly diverse position offering deep exposure across contract, legal, financial, operational, and insurance-led activities. Because they operate as a tight-knit team, you will handle everything from high-level compliance audits to day-to-day office management. They need someone who is a fantastic team player but equally capable of working under their own initiative to keep our operations running seamlessly.
Key Accountabilities
- Contract, Compliance & Operations
- Document Control & Tracking: Operate a rigorous document control system. Track vital contract documents, including variation orders, concessionary agreements, damage claims, and other operational data.
- Compliance & H&S: Undertake compliance audits and coordinate contract Health & Safety (H&S) records.
- Reporting & Meetings: Collate monthly reports, organize meetings (including room and online bookings), and take and distribute accurate meeting minutes.
- Information Management: Process correspondence, chase responses, maintain organized files/records, and handle archiving as required.
- Finance, IT & Administration
- Financial Support: Process authorized invoices for payment, raise purchase orders, and maintain/support financial spreadsheets.
- IT & Databases: Handle IT and database maintenance, managing data input, output, and system development.
- Office Management: Oversee general office administrative and management duties to ensure a smooth working environment.
- Relationship & Relationship Management
- External Liaison: Act as a key point of contact, liaising externally with service providers, the client, and other third parties.
- Flexibility: Undertake any other duties that may reasonably be determined as commensurate with the role.
What We Are Looking For
- Industry Knowledge: Proven experience or strong working knowledge within Facilities Management (FM) or contract-led environments.
- Administrative Expertise: Strong background in document control, tracking variations/claims, and supporting financial processes (POs and invoices).
- Mindset: A self-motivated individual capable of working under their own initiative in a small team environment.
- Skills: Highly organized, detail-oriented, with strong IT/database skills and excellent communication skills for client and provider liaison.
FM Contracts & Office Administrator in Dartford employer: Technical Moves
Join a dynamic and supportive team as an FM Contracts & Office Administrator, where your organisational skills will be valued in a role that offers diverse responsibilities across compliance, finance, and operations. Our company fosters a collaborative work culture, providing ample opportunities for professional growth and development while ensuring a rewarding work-life balance in a vibrant location. With a focus on teamwork and individual initiative, we empower our employees to thrive and make a meaningful impact in the Facilities Management sector.
StudySmarter Expert Advice🤫
We think this is how you could land FM Contracts & Office Administrator in Dartford
✨Tip Number 1
Network like a pro! Reach out to your connections in the Facilities Management sector. You never know who might have a lead on the perfect FM Contracts & Office Administrator role. Plus, personal recommendations can really make you stand out!
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand their values and how they operate. This will help you tailor your responses and show that you're not just another candidate, but someone who truly fits into their team.
✨Tip Number 3
Show off your organisational skills during the interview! Bring examples of your document control systems or any compliance audits you've managed. This will demonstrate your hands-on experience and how you can contribute to their operations.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you're genuinely interested in joining our dedicated team.
We think you need these skills to ace FM Contracts & Office Administrator in Dartford
Some tips for your application 🫡
Show Off Your Organisational Skills:Make sure to highlight your organisational prowess in your application. We want to see how you manage documents and keep everything in order, especially in a fast-paced environment like Facilities Management.
Tailor Your Experience:When writing your application, tailor it to reflect your experience in contract management and compliance. Use specific examples that demonstrate your ability to handle the responsibilities mentioned in the job description.
Be Proactive in Your Approach:We love a self-starter! In your application, share instances where you've taken the initiative to solve problems or improve processes. This will show us you're the proactive team player we’re looking for.
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 this exciting role. We can’t wait to hear from you!
How to prepare for a job interview at Technical Moves
✨Know Your FM Basics
Brush up on your Facilities Management knowledge before the interview. Understand key concepts related to contract management, compliance audits, and document control. This will show that you’re not just a great administrator but also someone who understands the industry.
✨Showcase Your Organisational Skills
Prepare examples of how you've successfully managed documents and tracked vital information in previous roles. Be ready to discuss specific systems or tools you’ve used for document control and how they improved efficiency in your past jobs.
✨Demonstrate Team Spirit
Since this role requires a fantastic team player, think of instances where you collaborated effectively with others. Share stories that highlight your ability to work well in a small team and how you’ve contributed to a positive team environment.
✨Prepare for Compliance Questions
Expect questions about compliance and Health & Safety records. Familiarise yourself with common compliance practices in FM and be prepared to discuss how you would handle audits or maintain H&S documentation. This will show you’re proactive and detail-oriented.
