FM Administrator Demised Services – The Leadenhall Building/8 Bishopsgate
Project detail
Purpose of the Role
To provide high-quality administrative support to the FM+ Demised Services team across our London City Tower properties. This role plays a key part in ensuring smooth operations, compliance, and stakeholder satisfaction by assisting with contract management, scheduling, reporting, and documentation.
Key Responsibilities
Support the FM+ Demised Services team in all administrative tasks and gain exposure to key FM functions.
Assist in preparing new business proposals, including compiling costing models and formatting documents.
Assist with contract mobilisation by populating templates, arranging signatures, system setup, and purchase order (PO) creation.
Prepare and process contract variations and account amendments with appropriate documentation.
Track and prepare documentation for contract renewals.
Draft recharge quotations and coordinate client approvals.
Raise purchase and contract orders using Proactis.
Support scheduling of works, ensuring all necessary approvals and access arrangements are in place.
Ensure compliance across managed contracts by uploading and reviewing documentation on Datastation.
Monitoring and reporting on Elogbooks job data, to include P2P jobs/service provider values and quote approvals.
Follow up on compliance and Health & Safety audit actions.
Manage and upload insurance inspection documentation.
Coordinate quotes and instructions for remedial works, within delegated authority and with FM sign-off.
Contribute to monthly and quarterly reporting cycles.
Assist in credit control activities as needed.
Track recharge and contract status and ensure completion deadlines are met.
Monitor fees and internal staff cost allocations.
Coordinate travel arrangements for Facilities Management staff.
Support ad hoc administrative duties as required.
Skills, Knowledge and Experience
Essential
At least 2 years experience in an administration role
General Education to GCSE standard with an A-C grade in English & Maths or equivalent standard
Reliable, helpful and well presented.
Ability to work in a team or alone
Team player with strong customer service skills, able to provide a helpful and polite service.
Pleasant telephone manner and efficiency in relaying messages and taking instructions.
Excellent communication skills
Able to take comprehensive minutes of meetings.
Ability to deal with confidential information.
Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
Able to work under pressure to deadlines.
Careful and conscientious with an aptitude for attention to detail.
Willingness and ability to learn on the job, keen to undertake training and career development.
Desirable
Educated to degree level.
Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
Broad knowledge of office administration within a facilities management/property management environment.
Experience of dealing with senior level staff confidently with excellent verbal and written communication.
Experience and knowledge of helpdesk systems and procedures.
Data input experience.
Experience working within a Facilities Management team.
Understanding of Health & Safety Legislation.
Working Hours – 09:00 – 17:30
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Please see our Benefits Booklet for more information.