Estates Administator at CareTech Group
Stoke-on-Trent, England, United Kingdom -
Full Time


Start Date

Immediate

Expiry Date

05 Oct, 25

Salary

0.0

Posted On

05 Jul, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

No

Skills

Good communication skills

Industry

Human Resources/HR

Description
Responsibilities

MAIN ROLE & RESPONSIBILITIES:

The main purpose of the role is to provide administrative assistance to the Regional Facilities Managers to ensure the property portfolio is maintained to the highest level.

REPAIRS AND MAINTENANCE – DUTIES INCLUDE:

  • Work as part of the QFM Team responsible for your given area/Helpdesk.
  • Support the RFM with administrative duties whilst travelling.
  • Process site requested repairs and maintenance requests on QFM.
  • Process site email requests.
  • Assist RFM obtaining quotes where required.
  • Work through daily QFM reports and chase/query/raise where necessary.
  • Coordinate maintenance workers via QFM.
  • Attend meetings with RFMs and Contractors/Suppliers.
  • Track overdue events.
  • Maintain and update the Maintenance Matrix.
  • Prepare reports for Estates and Operational personnel.
  • Manage requirements for new maintenance personnel.
  • Log out of hours call outs on QFM.
  • Process invoice approvals via SAP.

SCHEDULED SERVICE/COMPLIANCE WORKS – DUTIES INCLUDE:-

  • To maintain and update QFM to ensure compliancy across the group
  • Add service schedules to QFM for new and existing properties – maintain and update where necessary.
  • Publish schedules on the schedule planner.
  • Daily check of certificates on the system – escalate/chase where necessary.
  • File and attach certificates and reports on QFM.
  • Regularly meet with Contractors for matters relating to planned and reactive maintenance functions.
  • Set up and maintain service agreements and insurance inspections for properties which have lifts.
  • Maintain a Database of Statutory Requirements.
  • Contact Contractors for quotes for remedial works following scheduled service.
  • Process invoice approvals via SAP.

GENERAL OFFICE DUTIES

  • Support colleagues with Helpdesk cover during planned and unplanned absence.
  • Printing and filing.
  • Efficient handling of telephone calls.
  • Excellent written and computer skills including accuracy.
  • Excellent Team player and ability to contribute to wider Estates Team.
  • Working knowledge of Outlook and Microsoft Office Packages.
  • Excellent planning, time management and ability to prioritise workload to achieve deadlines.
  • Confidence to develop relationships with both internal colleagues and external Contractors/Suppliers.
  • Directly reporting to the General Office/QFM Manager and assisting with ongoing workloads
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