Administration Assistant

MAIN PURPOSE OF THE JOB:
To provide dedicated administrative support to the Operations teams to ensure their effective and efficient operation as directed by their line Manager.

The role will encompass the delivery of key tasks, with a focus of this role being the deliverance of excellent customer service through open, courteous and friendly communication, carrying out customer surveys.

This role will include Reception duties, Assisting in Property (SRP) Management and inventories, H&S - Control of Contractors, assisting in Preventative Planned Maintenance (PPM) Coordination, and general office administration, including but not limited to translation of documentation, procurement duties, coordination of suppliers and subcontractors administrative functions, customer satisfaction surveys.

TECHNICAL COMPETENCIES:

- Educated to A level
- Numeric and literate
- Have analytical skills
- Computer literate
- MS Office to intermediate to advanced level (MS Word, Excel, Outlook)
- Experience in a customer-facing environment
- Previous experience working for public and private service sector
- Experience in data and statistical information collection, collation and analysis
- Fluency in English and Slovak in writing and word
- Have excellent communication skills and dealing with people on one-to-one basis
- Experience in a similar role
- Experience in the management of internal multi skilled service delivery teams
- Previous experience working for public service sector
- Experience of office environment of facilities management or property management services and dealing with suppliers and subcontractors
- An understanding of the following finance processes/functions - accruals, budgeting, variance analysis, forecasting
- Experience in the co-ordination of internal multi skilled service delivery teams

Behavioural Competencies
- Positivity and can-do attitude
- Excellent communication and interpersonal skills
- Capable of working under pressure with minimum supervision
- Team player
- Well organised and prepared to be flexible in their approach
- We are looking for an Assistant who remains calm under pressure, commands respect, has the confidence of their colleagues and can communicate effectively at all levels.
- We are looking for an Assistant who is committed to service excellence and will be proactive in their approach to taking actions required
- They will also be confident in making decisions and follow up their decisions with action, achieving objectives by motivating and working through others.
- He or she should be able to view short-term targets in the light of longer-term objectives, work within agreed systems and procedures, and maintain accurate records.
- Health and Safety
- Monitor performance measurement response times and coordination extension of work orders.
- Logging and reporting Health and Safety issues and technical faults
- Closing work orders through Maximo.
- Collect customer feedbacks on completed work orders
- Liaison with the client regarding room bookings and set-ups
- Ensuring Purchase orders are raised where needed and distributed to the relevant subcontractors as per Mitie Commercial Instructions following internal processes
- Providing reports to the Mitie Facilities Management Teams as requested
- Administering Help desk records as requested by Mitie team/FCDO

KEY RESPONSIBILITIES AND RESULT AREAS:

- Administration duties assisting all Mitie departments
- Provide a full range of support activities to the team
- Assisting in property management, inventories
- Liaison with housing administrations
- Document Management
- Provision of stationary for the client
- Administration of hard copy and electronic files
- Invoicing and purchase ordering
- Administration of client and subcontractors' contact lists
- Efficient and courteous answering and announcing of all incoming telephone calls
- Management of incoming and outgoing mail and its distribution within the post
- Management of courier services
- Ensure all associated paperwork is completed and maintained in an orderly and timely manner
- Actively promote the interests of the customer by providing an informative, helpful service to all callers
- Contribute service improvement initiatives to the benefit of the customer
- Attend training and other meetings as required and to make specific training needs known to line management
- To assist in the pan European delivery of the contractual PRISM function
- To assist in the pan European delivery of the contractual Pyramid function, inventories
- To coordinate and collate Audit data for statistical analysis
- To assist in covering the responsibilities of other team members in times of absence, sickness or holiday cover
- Liaison with Client representatives and customers
- Development of positive working relationships with outsourced service providers
- Collate performance data across all services which can be readily processed and analysed to realise real-time performance.
- To carry ou