Property & Facilities Administrator bei Charles Stanley & Co. Ltd. BU

This role is essential in supporting the team with procurement, budgeting, and financial tracking for property and facilities services. Key responsibilities include issuing purchase orders, processing invoices, and maintaining accurate spend records. You will also lead the roll out of the company’s new Purchase-to-Pay system as the team’s designated super-user. Additionally, the position involves managing contracts, service agreements, and leases, while collaborating with suppliers and property managers to ensure compliance and accurate documentation.

Key Responsibilities

• Partner with the Project Team to lead the launch of the new Purchase-to-Pay system for the Property and Facilities Team.
• Raise purchase orders as required to support team managers.
• Approve agreed works and manage invoice administration for timely processing by Accounts Payable.
• Collaborate with Accounts Payable and service providers to resolve queries or outstanding payments.
• Maintain accurate records of property-related spend using master lists and spend trackers.
• Provide managers with spend and consumption data, including monthly analysis and reporting.
• Support the Head of Property and Facilities with monthly financial reporting.
• Maintain team data and generate management information reports to meet internal deadlines.
• Contribute to Property & Facilities projects and general facilities operations.
• Act as Deputy Senior Fire Marshal during emergencies when senior staff are unavailable.
• Conduct regular office safety checks in line with health and safety procedures.
• Provide first aid support in the workplace as required.
• Undertake any other reasonable duties as needed.

Qualifications & Experience

• Educated to A-level or equivalent.
• Proven experience managing budgets within a property/facilities environment.

Knowledge & Skills

• Strong organisational and analytical skills with the ability to maintain accurate information systems.
• Ability to prioritise tasks, use initiative, allocate resources, and perform under pressure.
• Collaborative approach, able to work effectively with colleagues and external service providers at all levels.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel.
• Comfortable processing large volumes of invoices and related administration.

Training Provided

• Health and Safety and Fire Safety training.
• First Aid training.

Company