Administration Assistant

Overview

Admin assistant managing workflow & financial admin for facilities management at Univ of Sheffield.

Key Responsibilities

• bi analysis
• maximo admin
• work orders
• purchase orders
• subcontractor liaison
• safety monitoring

Tasks

-Trend Analysis of Maximo Work Orders through BI. -End to End workflow administration of Reactive Works through the Maximo CAFM system. -Liaising with subcontractors for delivery of reactive works. -Support the wider contract with general administrative support as required. -Raising of corrective work orders. -Liaising with the University Helpdesk for coordinating both access to buildings and the delivery of works. -Supports works Supervisors with oversight and distribution of Work Orders. -Monitoring safety and compliance groups to record and log damage and safety incidents. -Raising & Receipting of PPM and reactive works Purchase Orders. -Interpret reactive work descriptions to support administration of student damage through the client system. -Monthly review of all GRIR and WIP (Work in Progress). -Administration of all Purchase Card expenditure receipts and reconciliation.

Requirements

• maximo
• sap
• cafm
• finance
• facilities
• communication

What You Bring

-Demonstrate good time management skills, working to deadlines and adhering to set procedures. -Excellent communication and customer service skills. -Needs to be highly motivated, organised, versatile and adaptive. -Rounded educational background with direct experience in financial and operational administration. -Experience of Maximo / other CAFM systems advantageous. -Excellent IT skills with Microsoft applications, SAP & other in-house IT Management systems (Maximo, STEMS, Coupa, etc). -Facilities Management (Hard Services) experience desirable. -Understanding of WIP & Billing process. -Credible experience within a general Contract Administration position. -Experience in both finance and workflow administration desirable.

People Also Searched For

Benefits

-24/7 Employee Assistance Program and access to mental wellbeing app. -2 corporate social responsibility days per year. -Cycle to work scheme. -Employee discount shopping schemes on major brands and retailers. -Life Cover equivalent to 1.5 times annual salary. -Holiday purchase scheme. -Attractive Employee Referral Rewards Scheme. -Access to our growing employee networks. -24 days annual leave (+ public holidays). -Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes. -Gym membership discounts.

About Equans Uk & Ireland

-It’s part of a global powerhouse operating in 20 countries with a €19.2 billion turnover in 2024. -In the UK & Ireland, the company delivers multi‑disciplinary projects—from town regeneration to smart energy systems. -Expertise spans technical services, facilities management, low‑carbon energy, green mobility, district energy and decentralised renewables. -Typical projects include hospital energy upgrades, heat networks at universities, public sector building retrofits and urban regeneration schemes. -A standout fact: it rebranded from ENGIE in mid‑2021 to sharpen focus and agility in technical and energy services. -Now led by a locally appointed CEO, it combines global scale with regional delivery—blending international muscle with UK‑Ireland focus.

Sector Specialisms

Security Clearance

-standard dbs check required