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Administrator/Office Admin

IO Associates

Posted on Apr 24, 2023 by IO Associates

Eastbourne, Sussex, United Kingdom
Admin & Secretarial
Immediate Start
£16 - £20 Hourly

Job Title: Administrator/Office Admin

Location: Eastbourne UK

Type of job: 6 months (possibility to get perm)

Salary: £20 per hour

iO is looking for a Facilities/Maintenance Administrator to work for a leading developer and manufacturer of sophisticated exhaust management systems and provider of industrial productivity solutions based in the Burgess Hill area. They are the largest company from the generation of power to the production of steel as well as its biggest civil aerospace exporter.

The project involves providing support and guidance to assist in reducing the backlog or work required under the scope of the facilities/maintenance department.


To assist and support in the relaunch of the Planet FM Database and assist with FM backlog/other tasks as directed.

Main Duties

  • Capturing information on assets and locations to be added and
  • Support understanding of priority levels and facilitate system changes to
  • Cleansing of the database by closing down old jobs through liaison with maintenance technicians and third-party suppliers
  • Supporting the Facilities Manager with the roll out of the system internally to include setting up of meetings, PowerPoint presentations, set up of new users, training and ongoing
  • Liaising with contractor's admin personnel to ensure they are able to receive, and update works orders, arranging training
  • Setting up of links within Planet FM to statutory compliance works, contractor insurances, compliance documents including but not limited to PTW documents, CRWs, CEPs etc held in
  • Entering PPM one year 'look ahead' data, linking back to contracts on a rolling
  • Create a register of suppliers and contractors for goods/services ensuring links to contracts, insurance certification denoting review and end dates within Planet FM
  • Support the communication to team and suppliers of new invoicing protocols linked to works orders Entering data to enable a 'look ahead' re qualification/certification expiry dates for Maintenance Technicians
  • Setting up of regular management reporting from system
  • Upkeep of site drawings and information linking to assets within the database undertaking any other tasks as required to support the FM Function

Essential Skills

  • Significant experience in use of Microsoft Office
  • Experience in use of works order or similar software management system
  • Data capture and entry/administration of information held within
  • Ability to grasp/obtain detailed
  • Ability to work under pressure and deal with competing
  • Team player -able to develop good relationships to gain understanding of service
  • Customer focused - internal

Desirable skills

  • General understanding of the built environment as it relates to maintenance and of soft services - cleaning, catering
  • Demonstrate understanding of end-to-end workflow
  • CAD/Visio or similar

Reference: 2539384267


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