Administrative Assistant

Job Summary

The role provides financial and administrative support across facilities management activities, with responsibility for forecasting, savings tracking, KPI reporting, purchase orders, invoices, accruals, supplier management and maintenance-related financial administration.

The role is primarily site-based, with the flexibility to work from home 1 day per week.

An initial 7-week training period will commence on 3 November, working alongside the current employee, who is expected to commence maternity leave on 23 December.

Key Responsibilities

• Capital forecasting and financial planning
• Programmatic savings tracking and reporting
• Fabriq KPI performance management administration
• KPI reporting and performance tracking
• Purchase order and invoice management
• Accruals and month-end support
• Vendor and supplier management
• Utilities and rental administration
• Hard services maintenance financial administration
• Preparing reports, communications and maintaining accurate records
• Supporting internal processes, meetings and projects as required
• Gathering, compiling and providing financial and operational information to relevant stakeholders
• Identifying issues and proposing solutions to improve processes and effectiveness
• Providing guidance and support to colleagues where required
• Undertaking other duties as assigned

Key Requirements

• Minimum 4 years’ relevant experience
• Strong financial and administrative experience
• Experience with forecasting, budgeting, reporting and financial tracking
• Experience managing POs, invoices and accruals
• Strong Excel and data management skills
• Excellent attention to detail and organisational skills
• Ability to work independently with limited supervision
• Strong communication and stakeholder management skills
• Ability to manage multiple priorities and meet deadlines
• Experience within facilities management, property, procurement or a similar environment is advantageous