Regional Facilities Support Administrator

Regional Facilities Support Administrator
Milton Keynes
£22,000 – £24,000

The Regional Support is responsible for raising purchase orders, processing invoices and supporting the Regional Operational Managers and Commercial team in achieving the above objectives.

Key Accountabilities

• Raise Purchase Orders as requested by the Regional Operational Managers ensuring POs are correctly coded to allow effective financial management and recovery of income or service charges. This includes CWO, Tenant’s Services and Consultancy.
• Monitor and process supplier invoices for the company ensuring POs match for internal authorisation.
• Regular communication with Regional Operations Manager to ensure that management information is accurate and correct at any given time.
• Liaise with the customer on CWO and TWO enquiries and other matters as appropriate.
• Management of work in progress to ensure timely and accurate billing.
• Ensuring that JDE and Concept reconcile with regards on a cost and revenue basis
• Monitor and clear significant aged debt within remit.
• Manage purchase orders and supplier invoices to ensure that no aging risk is accruing within the company.
• Liaise with Finance Department to ensure that requests for information and dealt with promptly.
• Where appropriate, booking supplier / sub-contractor visits.
• Update of relevant HR, H&S paperwork. This includes but not limited to training records, attendance, etc.
• Deal with regular queries from Finance Manager re Management Information – including but not limited to WIP, debt, open purchase order,reports in a timely manner.
• Maintain Application For Payment (AFP) Recharge Process for the companies Projects Department: liaise with HMRC on approval progress; log and track documents; match with invoices and recharge costs to HMRC. Send monthly updates to HMRC on outstanding AFPs.
• Support PMs/FMs/CMs on financial matters by providing ad hoc information they may need for analysis.
• Attend monthly Regional Reviews
• Monitor outstanding commitments for all budgets within remit.
• Internal liaison on invoice approvals and coordinating the resolution of issues/queries (internally and externally).
• Supports the Procurement Department i.e. service the Procurement Inbox and complete new Supply Chain requests.
• Regional visits, as required, and attendance at Regional Meetings (conference call or otherwise)
• Respond to all Customer queries or requests in a timely manner
• Expert on JDE and good understanding of Services Database.
• Support FM or ROM on financial matters by providing adhoc information as requested.

Knowledge, Skills and Experience

• A can do attitude, proactive and a willingness to learn.
• Experience in FM Sector or similar outsourced environment.
• Good IT skills (in particular all Microsoft office applications and financial management packages such as JDE)
• Experience in, or an aptitude for, organising and juggling numerous items of work with numerous team members.
• Good communication skills both written & oral.
• Attention to detail.
• An appreciation of financial control
• An ability to work with others in a solutions orientated environment
• A good team player.
• An interest in finance and the FM sector.
• Ideally educated to degree level or equivalent.