Job Purpose:

To provide and facilitate all of the associated administrative needs of the L&E Function to ensure smooth running of the department and to support the L&E Manager and wider L&E team with administrative support. Ensuring that all document management needs, requirements and systems are accurate and up to date at all times.

Key Accountabilities:

Document Management

• Ensure that routine reports are produced to support the ongoing performance of the L&E function.
• Develop a central file repository structure by region, store, and asset within which each asset folder will contain all necessary information relevant to defects, PPM, and certification as a minimum that enables City to demonstrate 100% contractual, legal, and statutory compliance in the event of an audit.
• Identify and report gaps in document management to the L&E Manager and address with your counterpart within the subcontractor supply chain.

Meetings

• Attend and minute weekly meetings with suppliers and stakeholders relevant to L&E and provide accurate minutes and actions, which will then be communicated and stored in a central location.
• Ensure that meetings relating to the L&E function are scheduled 6-12 months in advance using Microsoft Office and Teams. Meetings of Defects, Reactive Lifts Off, Supplier Review Meetings, Client Routine Meetings and any others deemed necessary by the L&E Manager.

Systems, Processes & Suppliers

• Ensure that a detailed contact list for all suppliers and key account managers is held centrally and updated at least every quarter or when informed of changes.
• Ensure that escalation and contact details are accurate and held centrally and updated at least quarterly or when informed of changes.
• Obtain and update the annual PPM Maintenance planner by subcontractor. Information to be kept centrally.
• Maintain the annual team holiday planner and ensure it is kept accurate and up to date.
• Provide a routine sharing of compliance documentation with M&S third parties ensuring that dates and times are managed accordingly. (this will be redundant once the Mercury / BHI interface is developed).
• Ensuring that asset information, store closures and data specific to the L&E function is kept up to date and refreshed quarterly as a minimum and shared with suppliers.
• Maintain supplier information of operating structures in hierarchical format that supports an understanding of the supplier’s arrangement and works with the escalation process.

• Record centrally all maintenance audits undertaken by asset and subcontractor and that actions have been captured on Mercury.
• Monitor and report the status of live quotations and support the wider team in ensuring all quotes are managed in a respective timeframe.
• Any other relevant administrative duty deemed necessary by the L&E Manager.

Knowledge, Skills and Abilities:

• Candidates must have effective verbal and written communication skills
• Strong IT skills including being a competent user of Excel, Word and PowerPoint and the ability to work across multiple applications simultaneously
• Desirable experience in the use of CAFM’s Mercury and business processes systems
• Strong customer service skills and poses a “can do attitude”
• Ability to work to deadlines without chasing or constant supervision
• Excellent interpersonal and communication skills with the direct, indirect and customer teams
• Flexible and adaptable to change in a fast-moving environment
• Ability to work under pressure whilst carrying out multiple tasks
• Ability to work to changing and demanding timescales
• Continuous improvement mindset and to identify ways in which improvements can be made in reporting and general administrative tasks that aids the whole L&E team.