Administrator Support

Overview

Admin support for Amazon site: quotes, POs, trackers, compliance, reporting.

Key Responsibilities

• online support
• tracker management
• quote processing
• dms upload
• reporting
• compliance management

Tasks

-Support: Online chat or telephone service for urgent support in a crisis -Maintaining and updating all administrative trackers - including quotes, purchase orders, and compliance trackers - in IBMS and Microsoft SharePoint/ Teams. -Assisting with quote authorisation processes, tracking client approvals (e.g. PO or written instruction) and preparing documentation for submission to the client. -Liaising with subcontractors and internal stakeholders to coordinate additional works, consumables, and reactive requests, ensuring these are correctly separated from core PPM activities in line with contractual boundaries. -Uploading documentation (e.g. supplier quotes, completion evidence, subcontractor job sheets) to DMS and ensuring records are maintained for billing and audit purposes. -Contributing to weekly and monthly reporting by updating trackers, submitting quote status updates, monitoring outstanding approvals or POs, and supporting the collation of data for contract performance and financial reporting. -Providing general administrative support to site and contract managers to help deliver operational efficiency. -Raising and receipting purchase orders accurately using IBMS (or relevant CAFM systems), ensuring all documentation is filed appropriately. -Assisting in the management of maintenance schedules, ensuring visibility of key PPM dates and site-specific requirements. -Preparing and submitting quotations, referencing supporting supplier quotes to ensure transparency and alignment with ABM's agreed mark-up structure. -Supporting the scheduling and closure of approved quotes, working closely with contract managers and site managers to ensure work is allocated and delivered. -Managing and updating compliance systems such as Avetta, ensuring supplier documentation is up to date and verified.

Requirements

• cafm
• excel
• asset management
• fm contracts
• facilities admin
• communication

What You Bring

-Experience working with CAFM systems (e.g. IBMS) and digital filing systems (e.g. DMS). -Confident in liaising with suppliers, contractors, and clients in a professional and clear manner. -Proficient in Microsoft Office (especially Excel, Word, Teams). -Excellent written and verbal communication skills. -Capable of working independently across multiple sites and adapting to varying operational needs. -Strong organisational skills with the ability to manage multiple priorities. -High attention to detail in document preparation, tracking, and record-keeping. -Able to maintain a high level of discretion and professionalism in a fast-paced commercial environment. -Understanding of FM contract structures, especially separation of PPM, reactive, and consumables. -Previous experience in a facilities or site administration role. -Experience in using CAFM system or asset management system.

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Benefits

-Cycle to work scheme -Mental Health support and Life Event Counseling -Get Fit Programme -Financial and legal support -Access Perks at Work, our innovative employee app where you can find: -24/7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home -Perks: discounts, gift cards, cashback, and exclusive offers

About Abm Uk

-Delivers integrated solutions—from cleaning and security to HVAC, M&E, energy and data‑centre services. -Specialises in sectors like airports, transport, data centres, warehousing, commercial buildings, healthcare, education, hospitality and government. -Known for a wide-reach presence: offices across UK and Ireland, servicing both iconic venues and critical infrastructure. -Boasts innovative service delivery—merging soft and hard FM, with initiatives like BMS analytics and EV-charging support. -Stands out for combining large-scale technical capability with frontline services, all under one integrated umbrella.

Sector Specialisms