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My Client is seeking a detail-oriented and organised Admin Coordinator to manage our CAFM (Computer-Aided Facility Management) systems and assist with the processing of purchase orders (POs). The ideal candidate will be responsible for maintaining and updating the CAFM system, processing orders, coordinating with vendors, and ensuring all administrative tasks related to facilities management are executed efficiently.
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.
Experience:
- Proven experience in administration or office coordination, preferably in a facilities management environment.
- Familiarity with CAFM systems (e.g., Archibus, 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.
