M&E Administrator/ Helpdesk

£19000 - £22000 per annum
21 Dec 2016
18 Jan 2017
Chloe Craigen
Specialist area
Building services (general)
Contract Type
Full Time
Job Title               Company Administrator

Reporting to      Office Management Team

Based    Crayford Offices

Hours of Work   08.00 – 17.00


Salary    £19 – 22K depending on experience and qualifications

 My client requires an experienced Administrator to deal with a variety of duties joining a busy team in Crayford to work alongside our current staff and reporting to our Office Managers. The role will  start by learning the tasks from our Subcontractor and Purchasing administrators to be able to provide support and sickness/holiday cover. On top of this the successful candidate will assist the office management team with a variety of tasks. Over time the person will continue to learn other roles of the office team to assist in support and sickness/holiday cover, becoming a multi trained Company Administrator. 

The chosen candidate may be required to work additional hours to ensure works are completed to the time frames allocated.


The purpose of the role will be to work with companies  Suppliers, clients and M&E engineering and fabric staff on site to maintain service delivery and quality of service as per our contract with a pro- active approach.

 Key responsibilities include, but are not limited to:

  • Learning all roles within the office team therefore being able to provide holiday and sickness cover and additional support when required. This will begin with the purchasing and Subcontractor Admin roles as shownbelow
  • Purchasing Role – dealing with suppliers, obtaining quotations and negotiating best prices, following through orders with suppliers from PO to delivery insuring clients and teams are  all updated with progress, resolving issues with orders and arranging returns, contacting clients by email and telephone.
  • Processing of supplier invoices, sending out daily parts update spreadsheet.  Management of company mobile phones  and IT  equipment
  • Subcontractor Admin Role – dealing with our specialist subcontractors, obtaining quotations and negotiating best prices, following through orders with subcontractors, from PO/Scheduling works/obtaining job sheets/requesting quotes if extra works are found. Scheduling routine PPM with subcontractors and clientsalike
  • Administration tasks as set by Management Team – updating spreadsheets, sending out outstanding quotation reports to clients, creating reports from the internal system, archiving of documentation, binding ofdocuments


  • A minimum of two years’ experience in an administrator typerole
  • Excellent administrative skills, communication and attention to  detail
  • First class IT – extensive knowledge of all Microsoft packages with an advanced level in excel
  • Ability to work on own with ability to work with a  team whenrequired
  • Results and customer servicefocused
  • Be able to multi task, prioritise the tasks inhand
  • Confidence to work across all levels of thebusiness
  • Practically minded: able to roll sleeves up and get stuckin!
  • Available to work overtime should it berequired
  • Work well under pressure and to  deadlines
  • Take responsibility – for tasks and responsibilities where as an individual or as part of the Officeteam
  • Reading extra work sheets supplied by engineers on the road, obtaining prices for materials or equipment as listed from at least three suppliers. Passing this information back to ouroffice managers forquoting.
  • Keeping clients up to date with planned deliveries – by telephone and/or   email.
  • Updating and sending out the Daily Parts Update, a spreadsheet indicating various information regarding outstanding orders. This is used by the Management team and is very important its correct and sent  daily.
  • Saving the company money – finding stock cheaper and keeping a spreadsheet of cost savings for the Managementteam
  • Processing of invoices, making sure they match purchase orders and querying if they  don’t.
  •  Maintaining the refrigerant records – matching in use logs to engineers completed documents and updating spreadsheets with the information that is a legal  requirement.
  • Resolving company mobile phone issues or setting up a new handset for a new  user.
  • Contacting clients to book in specialist subcontractor  visits
  • Keeping Subcontractor H&S documentation spreadsheet up to date, contacting companieswhen information expires and updating when new is  received.
  • Checking and purchasing of engineering tools, PPE and   clothing.
  • Carrying out projects set by the Management Team – finding tool storage solution for warehouse, obtaining quotations for new tools or  equipment

Other Information :

Working hours Monday – Friday, 8am –  5pm

25 days holiday

Pension scheme available

Healthcare scheme available after two years

Progression and training  available

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