Job Description:

The Administrator will provide dedicated administrative support across sites, ensuring consistent delivery of site-based processes including quotation preparation, purchase order handling, contractor liaison, compliance support, and reporting. This role supports the site management team and contract delivery leads, helping maintain smooth operations in line with standards contract requirements.

Mon - Fri 8am - 5pm

Essentials

• Preparing and submitting quotations, referencing supporting supplier quotes to ensure
• transparency and alignment with agreed mark-up structure.
• Raising and receipting purchase orders accurately relevant CAFM systems), ensuring all documentation is filed appropriately.
• Maintaining and updating all administrative trackers – including quotes, purchase orders, and compliance trackers – in IBMS and Microsoft SharePoint/ Teams
• Supporting the scheduling and closure of approved quotes, working closely with contract managers and site managers to ensure work is allocated and delivered.
• Uploading documentation (e.g. supplier quotes, completion evidence, subcontractor job sheets) to DMS and ensuring records are maintained for billing and audit purposes.
• Assisting in the management of maintenance schedules, ensuring visibility of key PPM dates and site-specific requirements.
• 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.
• Managing and updating compliance systems such as Avetta, ensuring supplier documentation is up to date and verified