Facilities Management Support Administrator

Penwortham, Lancashire
Service Care Solutions

Service Care Solutions are looking for a Support Administrator to work within the Lancashire Constabulary on a 12-month contract.

Location: Preston

Job role/responsibilities:
To manage the day-to-day service and repair portal and provide administrative support to the Estates and Facilities Management Department.

• Provide an efficient and cost-effective reactive maintenance service by interpreting maintenance requests, allocating contractors within technical and financial parameters, updating records, and ensuring completion.
• Manage the Estates repair-line from 8:30 – 17:00, five days a week, monitoring request volumes and patterns, analysing requests, and tracking contractor performance.
• Collate and interpret engineers’ reports, ensuring statutory remedial actions per technical and financial parameters and legislative requirements, with updated records.
• Coordinate with Business Support teams and contractors for statutory and non-statutory testing, maintenance schedules, arranging appointments, and tracking progress.
• Input, interpret, and analyse technical information within various CAFM systems, such as Energy Bureau, SMART meters, Estate Manager, AutoCAD & CAD Capture, taking timely action or highlighting exceptions.
• Obtain and manage meter readings from divisional compliance and facilities operatives, ensuring accurate county-wide meter reading management.
• Support the professional estates team in monitoring and controlling estate-related utilities and services, and coordinate site audits as needed for accuracy and efficiency.
• Interpret risk assessments and method statements from contractors to raise permits to work when necessary.
• Assist professional staff in procuring service contracts and construction quotations and tenders, understanding contract standing orders and financial regulations in line with public procurement directives.
• Provide high-quality service to all stakeholders and customers by handling electronic, telephone, and personal enquiries efficiently, with tact and diplomacy, ensuring timely communication and documentation.
• Administer, process, code to the relevant budget, and approve within agreed parameters the requisitioning of purchase orders, raise sundry debtors’ invoices, raise cheques, and check & batch utility invoices.

Knowledge/Experience required:

• Experience in the use of and have comprehensive knowledge of Microsoft Office (Word, Excel, Access, Powerpoint).
• Experience of inputting, updating and maintaining computerised filing.
• Knowledge and experience of property related issues to accurately redirect internal and external enquiries to the appropriate resource.
• Experience of working in busy Estates Department with knowledge of planned and reactive maintenance processes.
• Experience of arranging, and undertaking the administrative functions associated with meetings and travel arrangements.
• Experience of inputting, updating, and maintaining computerised and manual filing and record systems.
• Experience of working effectively on their own and as part of a team.
• Experience in the administration and approval of orders, delivery notes, requisitioning and invoices.

If you are interested in this role or want further discussion, please contact Lewis O’Donnell either via email: (url removed) or tel: (phone number removed). Alternatively, if you have any friend or colleagues that might be interested, please feel free to refer them as we a have a referral scheme in place of up to 250.