Job Description

Purpose of the Role

The Contract Admin Support is responsible for supporting the central M&E Services senior leadership team and wider operational leadership team across the UK. Savills M&E Services provides day to day mechanical & electrical maintenance & servicing across multiple sectors. With a range of service partners they deliver planned, reactive & project lead works across the Savills Property Management business.

Key Responsibilities

· Handling enquiries from existing and new customers

· Managing the in box for our general email address

· Obtaining quotes from our subcontractors

· Preparing quotes for our customers

· Scheduling sub contractor visits

· Requesting & handling quotations for additional works

· Raising purchase orders & ensuring their accuracy

· Ensuring compliance with our billing process with our finance team

· Ensuring the overall end to end compliance with internal processes relating to additional works and the associated finances

· Placing orders for site tools, equipment, materials or uniform

· Managing suppliers and sub contractors to keep to delivery dates for materials or services

· Assisting in the set-up of new instructions

· Monitoring helpdesk tickets & use of Vantify or similar CAFM system by way of reporting on PPM completion centrally

· Collating any timesheets for team

· Preparing reports for the leadership team

· Preparing tender packs for the leadership team

· Preparing monthly reports with the leadership and site teams, as required

· Collating financial performance data using systems/spreadsheets/internal finance team

· Assist in ensuring KPI/SLA compliance on our service

· Assist in preparing for audits

· Managing the diaries of the senior leadership team

· General ad hoc admin support

Skills, Knowledge and Experience

· History of working in customer facing roles

· Excellent communicator

· Team player

· Proficient in use of MS software particularly excel, powerpoint and other tools

· Experience of using purchase order systems

· Compliance driven

· Able to work to deadlines

· Financial aptitude & awareness

· Understanding of Vantify or other PPM software

· Experience of working in either a property management or M&E Services environment

· Willingness and aptitude to expand their knowledge of the industry

Working Hours - 37.5 hours.

London and Manchester based with travel to other UK sites.

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