Operations Support Coordinator

Pareto FM; London; Remote; GBP 25,000 - 35,000; Full time

Job summary

A facilities management company is seeking an Administrative Coordinator to manage client queries and oversee jobs. Responsibilities include monitoring emails, tracking jobs, and attending client meetings. Candidates should possess prior administrative and helpdesk experience, along with strong IT skills. Attention to detail is critical for success in this role. This is a home-based position with occasional team meetings in London.

Qualifications

• Previous administrative experience desirable.
• Previous helpdesk experience is desirable.
• Experience overseeing contractors required.
• Demonstrate strong administration skills.

Responsibilities

• Monitor client email inbox and respond to queries.
• Input and track reactive jobs on the CAFM system.
• Allocate jobs to engineers and contractors.
• Raise purchase orders for engineering work.
• Attend weekly client meetings both online and in person.

Skills

Administrative experience

Helpdesk experience

Strong IT skills

Excellent communication skills

Attention to detail

Tools

Corrigo

Microsoft Office

Job description

Location:

Remote/ home-based with occasional monthly keep in touch days with the team in our Reading International Business Park or London (Mid City Place)

Hours: 40 hours a week flexible (8am – 5pm)

Responsibilities to include but not limited to:

• Monitoring the client email inbox and responding to queries

• Inputting and tracking reactive jobs on our tracker /CAFM system

• Actively monitoring open reactive jobs including chasing for updates and allocating reactive jobs to engineers and contractors

• Raising purchasing orders for engineers and other team members as required

• Allocating PPM tasks to engineers and contractors

• Ensuring any subcontractor PPMs are booked in on time

• Attend client meetings on a weekly basis (online and in person)

• Attention to detail is imperative for this role and continuously looking for improvements

• Scanning compliance documentation (in-house and sub-contractor)

• Closing down completed jobs and uploading any associated paperwork

• Reviewing documentation and raising any issues to the Account Manager in UK/Ire

• Assist Account Managers with client reporting including helpdesk stats and trends

• Monitoring up and coming inspections and co-ordinating dates with sub-contractors and the Account Manager

• Following up with sub-contractors for paperwork/certificates in relation to completed works/inspections

• Raising remedial actions following works or inspections

• Processing quotes as required and acquiring costs from in house engineers or contractors

• Assessing completeness and appropriateness of sub-contractor RAMS

Key Requirements:

• Previous administrative experience desirable

• Previous helpdesk experience is desirable

• Previous experience of Corrigo id desirable

• Previous experience overseeing contractors required

• Demonstrate strong administration skills

• Strong IT skills including Microsoft Office

• Excellent telephone and email manner, with solid communication and interpersonal skills

• Excellent attention to detail