FMI Ethos

We are an exciting and fast growing medium sized service provider within the building maintenance and facilities management sector and are rapidly becoming known for disrupting the market and outperforming the larger traditional contractors.Our customers operate a mix of commercial and premium residential facilities, including some of the UKs most iconic developments. You will become a core part of our team providing planned and reactive maintenance on building services equipment and building fabric assets.If you are looking for a new challenge within an exciting and fast placed service provider where you will become a valued team member, then please get in touch with us.An exciting opportunity has arisen, as we are currently recruiting for a full time Administrative Co-ordinator. Working within the administrative team, the suitable candidate will be responsible for the delivery of excellent customer service and will be the first point of contact between the company and its customers. Maintain communication with internal and external parties. Perform various administrative functions including record keeping, scheduling, and handling service bookings relating to building maintenance works. Corresponding with and responding to customer queries, processing purchase orders and risk assessments, as well as developing relationships with internal and external stakeholders and providing support to the office managers and department heads.

Role & Responsibilities

• Greeting visitors in the office
• Answering and transferring phone calls
• Taking phone messages from clients
• Sending emails to clients
• Forwarding emails from clients to the appropriate recipient
• Handling client concerns and complaints
• Communicating with upper management
• Communicating with other employees
• Communicating with suppliers and contractors
• Completing customer service tasks such as placing orders
• Organise workflow and appointments by reading and routing correspondence and collecting customer information
• Maintain customer confidence and protect operations by keeping information confidential
• Provide historical reference by utilising filing and retrieval systems
• Contributes to team effort by accomplishing related results as needed.
• Performing data entry duties
• Schedule site visits with engineers and contractors
• Raise purchase orders for materials
• Inputs customer data into company systems.
• Ensure all documentation is completed accurately and filed correctly
• Create and Manage Written Communications
• Meeting Preparation.
• Document generation and reporting

Core Technical Competencies, Skills, Knowledge & Understanding

• Computer literate (Microsoft Office packages, e-mail)
• Experience of working with an ERP system, a call logging system or a similar back-office system
• Ability to manage own workload effectively and efficiently
• Organised, able to plan and prioritise tasks
• Communication skills to accurately convey important information over the phone, in person or via email
• Professionalism to communicate in a polite and professional manner
• Ability to quickly resolve scheduling and logistics conflicts
• Ability to accurately input data into spreadsheets such as Excel
• Exceptional leadership, organisational and time management skills
• Presentation skills and customer services knowledge
• Outstanding verbal and written communication skills
• Proven experience in a related role such as Office Assistant, Scheduler or other relevant position
• Knowledge of computer programs used in daily office administration functions such as word processors, spreadsheets, and specialised office management tools
• Proficiency in filing and paper management, including the ability to manage business correspondence and the ability to handle confidential information
• Excellent problem-solving skills, the ability to research and an aptitude for helping other people

Qualifications & Educational Requirements

• Excellent results in English, IT and maths at GCSE level.
• Strong A-levels in English and maths are desirable, or strong results in a practical college course
• Proven administrative experience and knowledge through previous roles
• Solid background in customer service, file management, record keeping and scheduling
• Exceptional writing, speaking and presentation skills

• Preferably some experience in Facilities Management

Salary

£19,000 - £23,000

Apply Via Email office@fmigroupservices.co.uk