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Coyle Personnel, one of the UK’s leading family-run staffing solutions providers, is currently seeking an Admin Coordinator to support a reputable facilities management company specializing in HVAC and building services.
This is an excellent opportunity to join a well-established team and contribute to the smooth operation of facilities management services.
Role Summary:
As an Admin Coordinator you will be responsible for managing CAFM (Computer-Aided Facility Management) systems, processing purchase orders (POs), coordinating with vendors, and ensuring all administrative tasks related to facilities management are handled efficiently and accurately.
Key Responsibilities
CAFM System Management
* Maintain and update CAFM software: Ensure that all data related to assets, equipment, and facilities are accurate and up-to-date.
* Generate reports: Produce routine reports and analyse data from the CAFM system to provide insights for management.
* Troubleshoot CAFM issues: Address and resolve any technical issues or discrepancies within the CAFM system in collaboration with IT and vendors.
* User support: Provide training and support to internal teams in using the CAFM system efficiently.
PO Processing
* Create and manage POs: Assist in the creation and processing of purchase orders, ensuring all details are accurate and complete.
* Vendor coordination: Communicate with suppliers and service providers to obtain quotes, confirm orders, and manage deliveries.
* Invoice tracking: Match invoices with POs and delivery notes to ensure timely and accurate processing of payments.
* Compliance: Ensure compliance with company policies and procedures for procurement and vendor management.
General Administrative Support
* Document management: Organise and maintain files, both digital and physical, related to facilities management activities.
* Meeting coordination: Assist in scheduling meetings, preparing agendas, and maintaining minutes related to facilities operations.
* Customer service: Provide general administrative support to internal and external stakeholders, responding to inquiries in a timely manner.
* Other tasks: Support the facilities management team in any other administrative tasks as required.
Required Experience and Skills
Experience
* Proven experience in administration or office coordination, preferably in a facilities management environment.
* Familiarity with CAFM systems (e.g., JobLogic, Planon, FMX, or similar) and understanding of their functionalities.
* Experience in processing purchase orders and managing vendor relationships.
Technical Skills:
* Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
* Experience with CAFM software and databases.
* Strong data entry and organizational skills