Senior Administrator - Insurance

Posted 14 August by Office Angels
Easy Apply

ROLE: Senior Administrator - Insurance

JOB TYPE: Permanent

COMPANY TYPE: Insurance Broker

HOURS: 9:00am - 5:30pm

SALARY: £25,000 - £28,000

LOCATION: Leatherhead (you will need to be able to travel to London 2-3 times per week)

CULTURE: Friendly, professional and down to earth environment

Job Purpose

The role incumbent has responsibility for the contract management, invoice processing and, working as part of a team, the administration of the Facilities department. This includes a focus on the management of outsourced contracts with involvement in all aspects of facilities management administration. The role also includes responsibility for working closely with the Head of UK Facilities Management as well as the Regional Facilities Managers and Facilities Co-ordinators.

This job includes overseeing the outsourced contractors and service contracts covering the facilities offering to the business, monitoring KPIs, managing breaches of SLAs and escalations and working with the Facilities contract management team to renew or tender as appropriate. The incumbent will also liaise with Real Estate and Concierge teams.

KEY ACCOUNTABILITIES/DELIVERABLES

  • Develop key relationships across the support functions and building strong communication links internally
  • Build and develop relationships with all suppliers, service providers and all staff supported, especially cultivating key points of contact
  • Act as the main point of contact for all FM related contract issues and escalations
  • Develop and promote the Facilities department within the Company to improve service delivery internally and soliciting feedback to understand the perception internally, ensuring any required changes are implemented and appropriate feedback is provided
  • Assist with the management, administration and tender process of commercial contracts ensuring high level service delivery
  • Assisting Head of UK FM with administration work of the department
  • Assisting the Head of Facilities Management, UK, in the management of the annual budget for the Facilities function on a regional basis, tracking of facilities related expenditure against budget
  • Management of documents including scanning of all property documents, contracts etc and ensuring relevant information and documentation is stored and forwarded to the appropriate personnel
  • Monitor and recording Service Level Agreements and Key Performance Indicators for each of the outsourced contracts. Managing issues with suppliers and flagging breaches to Head of UK FM whilst liaising with Regional FM teams and stakeholders
  • Preparation and reconciliation of invoices, ensuring logged received, approved as required and scanned to AP folder in a timely manner for payment ensuring all necessary & appropriate supporting documentation has been received
  • Assist in the production of supporting financial information
  • Respond to queries received through the helpdesk and issue work orders as appropriate, logging performance against defined internal and external response levels whilst personally resolving minor facilities issues when suitable
  • Carry out general administrative duties such as purchasing, processing invoices and managing telephone and email communications
  • Provide support to the Regional FMs and wider Facilities team on any projects, report on key areas on a regular basis and escalate any serious issues immediately
  • Manage, supervise and take ownership for the FM invoicing process and any required team/outsourcing requirement
  • Provide administration assistance to Head of UK FM
  • Co-ordinate all national FM issues
  • Ad hoc tasks as requested by management

Qualifications

  • A Health & Safety qualification (i.e. IOSH or Nebosh)
  • BIFM accreditation
  • CIPS qualification
  • Fire warden trained
  • First Aid trained

Technical knowledge and understanding

  • IT literate with a good knowledge of Microsoft Office
  • Basic knowledge of H&S regulations and requirements
  • Proven experience of integration of new systems
  • Basic understanding of contract tender process
  • Basic understanding of lease obligations
  • Basic understanding and knowledge of FCA rules and guidelines relating to commercial and private customers
  • Basic understanding and knowledge of general insurance and underlying legal principles
  • Experience of using a Facilities Helpdesk software system

Experience

  • Experience of using a Facilities Helpdesk software system
  • Ability to communicate effectively, both internally and externally at all levels with good interpersonal skills and you will have excellent verbal and written communications
  • Strong organisation skills
  • Ability to multi task, work under own initiative and remain customer focused whilst under pressure
  • Ability to work well under pressure and to meet deadlines
  • Experience of working within pre agreed budgets

If this company and position appeals to you then please apply your CV on-line. Advertised by OA, Partnership Branch. Please note that due to a high volume of response Office Angels receive; only successful candidates will be contacted For the purposes of the Regulations, please note that Office Angels in the provision of these services will be operating as a recruitment agency. Office Angels are an equal opportunities employer

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser:

Reference: 35870104

Bank or payment details should not be provided when applying for a job. reed.co.uk is not responsible for any external website content. All applications should be made via the 'Apply now' button.

Report this job