Admin Coordinator

Coyle Personnel, one of the UK’s leading family-run staffing solutions providers, is currently seeking an Admin Coordinator to support a reputable facilities management company specializing in HVAC and building services.

This is an excellent opportunity to join a well-established team and contribute to the smooth operation of facilities management services.

Role Summary:

As an Admin Coordinator you will be responsible for managing CAFM (Computer-Aided Facility Management) systems, processing purchase orders (POs), coordinating with vendors, and ensuring all administrative tasks related to facilities management are handled efficiently and accurately.

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.

Required Experience and Skills

Experience 

• Proven experience in administration or office coordination, preferably in a facilities management environment.
• Familiarity with CAFM systems (e.g., JobLogic, 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