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Building Services Administrator

  • Location:

    London – City of London

  • Sector:

    Admin / Secretarial / Office Support

  • Job type:

    Permanent

  • Salary:

    £20000 to £45000

  • Contact phone:

    Pauline Francis

  • Contact email:

    pauline.francis@gordonyates.co.uk

  • Contact phone:

  • Job ref:

    11421BSA

  • Published:

    3 days ago

  • Expiry date:

    2024-07-07

Building Services Administrator

We are currently working closely with our client to recruit a diligent and organised Administrator to join our team. The ideal candidate will be responsible for various administrative duties, managing digital filing systems, and supporting building and archive projects.

Who will you be working for?
Our Client is a lovely small corporate business with offices within Central and Greater London.

What will you be doing?
We are recruiting on behalf of our client for a dedicated Building Services Administrator to join their team.   Working closely with the Building Surveyors and Project Managers, we are looking for a pro-active candidate to assist with the administration and office management connected with the department and its building projects across our property portfolio. 

In this crucial role, you will be responsible for:
  • Digital Filing System Management: Maintain the department’s digital filing system and the Estate Asset Management system.
  • Purchase Orders: Raise purchase orders, add purchase orders and backup paperwork to invoices in Adobe, maintain a schedule for the accounts department with hyperlinks to supporting documents, and highlight if costs exceed the budget.
  • Credit Card Reconciliation: Perform monthly reconciliation of the department's credit card, ensuring receipts are added.
  • Travel Arrangements: Complete travel request forms for staff travel to Paris, and manage Eurostar and hotel bookings.
  • Inventory Maintenance: Keep an inventory of items in storage such as fabrics, wallpapers, and lighting, and liaise with external storage companies regarding access and tariff/cost changes.
  • Document Management: Collate contracts and associated documents for building contractors for distribution and signature, and monitor the progress of signatories.
  • Site Instructions and Drawings: Collate and issue site instructions and architect drawings to contractors as required.
  • Invoice Processing: Process invoices and backup documents in conjunction with quantity surveyor-approved certificates signing off works.
  • Compliance: Acquire and record new contractors’ insurance certificates and health and safety policies for compliance purposes.
  • Supply Orders: Place orders for supplies such as light fittings or ironmongery under the instruction of the Site Manager or Project Manager.
  • Council Liaison: Liaise with the relevant local council regarding parking suspensions, pavement closures, and hoarding licenses for building projects.
  • Document Review: Assist the Head of HR with the ongoing review of documents held in external storage, with a significant contribution from the building department. This project includes transitioning from physical archives to digital filing.
About you:
Our client is seeking a dedicated and detail-oriented individual with a passion for organisation and administration.

The ideal candidate will have:
  • Familiarity with building project administration and compliance requirements.
  • Experience with purchase order processing and financial reconciliation - desired.
  • Experience in Document Management: Proven experience in managing and organising both physical and electronic documents.
  • Strong Administrative Skills: Excellent organisational, multitasking, and communication skills.
  • Attention to Detail: A meticulous approach to managing records and documentation, ensuring accuracy and completeness.
  • Proficiency with Technology: Comfort with using electronic archiving systems and office software.
  • Adaptability: Ability to handle various administrative tasks and support different departments as needed.
  • Problem-Solving Skills: Resourcefulness and a proactive approach to resolving issues and improving processes.
What’s in it for you?
Working hours are 9.15am – 5.45pm plus great benefits including contributory pension, discretionary Christmas bonus, 5 weeks annual leave and more.  The salary is £30,000pa - £45,000pa dependent on experience.  Note, this is an in-office position.

If you are a proactive, organised, and reliable professional looking to make a meaningful impact, we would love to hear from you

How to apply
To apply for this role, please click on the ‘Apply’ button below.