About the BusinessBSHP ltdThe company is a successful provider of facility management services to both Irish and multinational companies. Our focus is on organisations that are keen to change and implement best practice. We currently provide our services to a broad range of sectors including Education, Retail, Manufacturing, local authorities and social housing aSince the company's formation we have grown each year due to our strong customer service, technical competence and a commitment to deliver the highest standards of facilities management to our clients. BSHP high level of client retention is testament to our quality of our service.We are recognised as an established and capable provider with a clear focus on good management, technical experience and commitment to providing added value to all our clients.Your RoleAs administrator you will play a crucial part in our planned preventative maintenance team.You will coordinate and provide administrative support for the technical services team, prepare reports, and minutes, engage with third-party suppliers for quotations and maintenance schedules, liaise with clients where required, prepare PowerPoint presentations, and assist finance with month-end billing information via our FM CAFM system, assist in organising project planning with the FM Managers, coordinate and provide support with bid submissions, new contracts, Management as required—taking data from excel workbooks, updating CAFMSkills & CompetenciesStrong knowledge of Microsoft Office, Excel- able to provide Pivot Tables of Data analysis, PowerPoint, Prepare Presentation Slides from input from FM Managers,Experience in an admin support role, ideally in facilities or services admin roleGood communicator, written and verbal skillsExcellent telephone manner and interpersonal skills to support clients, suppliers and staffEmbraces collaboration and adapts to change and fast-paced industry.Demonstrate an ability to multi-task and ability to solve problemsThis is a responsible and demanding position requiring excellent organisational skills and a solid ability to coordinate technical staff and contractors.Experience of working with CMMS / CAFM systems -preferrableService coordination of multi-disciplined mobile staff and contractors over multiple sites.Flexible to support as business requires across all functions.Key ResponsibilitiesRaise Purchase OrdersExcellent Telephone skills to proactively manage Supplier invoices and quotations to support client invoicing requirementsSchedule planned works across all customer sitesRespond to reactive requests from customers and schedule staff / contractors accordinglyAdvise customers of upcoming service worksCompile service reports, upload to CMMS ( FM software ) and issue to customersAssist FM Operations to Monitor and manage contract performance against SLAs and KPIsAssist FM Operations to manage reactive works for multiple minor contractsAssist FM Operations to issue quotations for reactive / minor project worksSign off & approve supplier invoices for paymentAssist FM Operations to manage client relationship contractsInteract with customers in a knowledgeable, confident, and professional mannerWork within health and safety rules & guidelines, and quality control and environmental proceduresIdentify and implement innovations that will improve service deliveryWork with and support FM Operation ManagersAttend and contribute to weekly planning & Scheduling meeting as requiredPrepare and Provide quotations for works ,Mark up work orders using agreed Commercial ratesDrive Suppliers to provide full back up of information for invoices, manage suppliers to meet standards .Sourcing & Requesting PO's for completed works in a timely fashionUploading POs to work ordersAssisting FM in Approval of invoices from contractorsAssisting FM invoicing*Job Types: Full-time, Part-timePay: €31,200.00-€35,000.00 per yearExpected hours: 35 per weekBenefits:Bike to work schemeCompany eventsCompany pensionFlexitimeSick payWork from homeWork Location: In person