Administration Assistant

Overview

Admin assistant managing workflow and financial admin for facilities management.

Key Responsibilities

• trend analysis
• maximo admin
• po management
• safety monitoring
• work orders
• card reconciliation

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
• microsoft
• facilities management
• contract administration
• 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.

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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

-Teams across 20 countries design, build and operate complex systems—ranging from electrical networks to HVAC and robotics. -Typical flagship projects span high-voltage grids, data centres, EV charging, industrial cooling, fire safety and smart building tech. -A focus on industrial, energy and digital transitions positions the company as a key player in solar farms, smart factories and clean mobility. -Unusual strength in nuclear lifecycle services and clean-room engineering for pharma and microelectronics sets it apart.

Sector Specialisms

Security Clearance

-standard dbs check required -potential disclosure check may be needed