Estimated pay: £22.0k-25.9k per year
London
About Mitie
Mitie is a facilities management company. Their services include cleaning, engineering, waste and energy.
Job description from Mitie
Job Overview
The Business Administrator will support the Operations Manager and the Team in coordinating all aspects of the day to day running of an Iconic landmark in London.
The Business Administrator is responsible for providing administrative support to ensure efficient operation of the office, familiar with a variety of the field’s concepts, practices and procedures
Main Duties
- Report and liaise daily with the Operations Manager, the Duty Managers and the client representative to ensure effective communication of all matters pertaining to the effective management of a high standard and professional service
- Provide oversight to the rostering system to check that correct and accurate duties are entered
- Oversee additional works to ensure duties are correctly quoted, PO requests completed and added to the rostering system
- Administering and submitting via correct approval processes the hourly and salaried wage amendments, overtime and pay queries
- Managing, monitor and maintain all associated records: Staff holiday entitlement, sickness levels, Return to work meetings, lateness and unauthorized absence
- Management of uniform ordering, budgets and allocation to staff in accordance with the corporate policy, and their department’s requirements
- Work with Centrepoint to process SIA renewals to ensure all staff vetting and SIA licenses are up to date, staff on site are fully compliant and resolution of any issues
- Production of the weekly and monthly updates for the relevant submission to include staff churn, expenditure, training and incident logs
- Prepare all relevant data for the Monthly and Quarterly KPI meetings
- Meeting minutes note taking
- Attend meetings and disseminate notes as a when required in an appropriate manner. This will include all monthly KPI meetings and the production of relevant documentation.
- Undertake audits of all security systems & records
- Learn and effectively use all on site systems
Additional Administrative Tasks
- Develop and maintain a filing system
- Assist in the preparation of regularly scheduled reports
- Order office supplies and stock management for all site departments
- Generate reports, research and create presentations
- Submit and reconcile expense reports for approvals
- Support the finance team in preparing financial data
- Support the Operations Manager in managing budgets
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Note taking for HR related processes
- Ensuring site accident log is completed and first aid equipment is stocked
- Helpdesk updates and procedures
- Book in visitors
- Arrangement additional works, quotes, PO requests
- Manage staff appointments
What we are looking for
Strong organizational and planning skills
Excellent IT skills and be proficient in all Microsoft programmes
Able to demonstrate excellent problem-solving and analytical skills
Have excellent customer service skills, understanding the client business and needs
Excellent influencing and interpersonal skills
Highly responsive and proactive, able to own tasks from start to finish
Proven administration experience with sound knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work whilst being able to work well under pressure
Excellent written and verbal communication skills
