Administrative Coordinator – Temporary Role |
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Serco
Ref: LP119-40
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The RoleThe RoleAdministrative Coordinator, Paris Sorbonne University – Temporary Role Overview: The successful candidate would ideally be able to start immediately and must be sponsored by their spouse or parent. The role is to cover holiday leave and will be for a period of approx. 40 days based on our Paris Sorbonne University Contract. The selected candidate will be eligible to apply to other roles within SERCO upon completion of this assignment. Main Purpose: To provide the Estate Management Office at Paris Sorbonne University with a cohesive office administration service that promotes the timely delivery of building services operation and cost Key Job Responsibilities 1.Provide an administrative support service to the Head of Estates & Facilities, Engineering & Facility Management Operation & Estate Management operations. 2.Responsible for custody of PM financial information and records – Vendor contracts and correspondence – Creates and maintains vendor files and ensure that all information on contract files is kept up to date - includes original contracts and guarantees 3.Captures all information relating to vendor agreements, payment requests, purchase orders, etc promptly - including ensuring that all parking rentals are correct 4.Co-ordinate the purchasing and Storage of spare parts. 5.Co-ordinate the accurate recording of stock levels and monthly audit. 6.Co-ordinate the filing and record keeping requirements of the Engineering Operations department. 7.Co-ordinate issue of Client and Management reports as requested. 8.Provide monthly activity report to Head of Estates & Facilities. 9.Assist to deliver Strategic Asset management outcomes. 10.Assist Manager with planning and policy development. 11.Ensures that the policies and procedures laid down by management are followed accurately at all times. 12.Deal with client queries and disputes, including the drafting of replies and ensure the resolution thereof 13.Maintain a register of building inspections relating to vacating tenants and annual inspections. 14.Ensures that all income and operating costs are correctly charged and accounted for. 15.Ensures that where the tenant/client is required to pay for expenditure incurred, that the proper documentation is completed and that the amounts are recovered in accordance with the agreement. 16.Ensures that financial month / year-end procedures and timetable are implemented accurately and promptly. 17.Conduct regular self-audits to validate information 18.Performs miscellaneous administrative duties 19.Be available to work out side of normal hours as required by the Manager EOD. 20.To delegate and manage duties to sub-ordinate members of the admin. Team. 21.To coordinate staff training requirements and ensure that all team members have at least a basic knowledge of other team members duties (cross- training) 22.Managing office equipment, in and out the office 23.Raising PO and follow up payments’ records, keeping logs 24.Maintaining the orders Database in a current status, modifying and updating accounts records 25.Managing inventory 26.Coordinate with Maintenance, Cleaning and Security on daily basis, keeping reports, and managing files 27.Managing car parking facilities and access cards 28.Maintain and updating contact details of suppliers and contractors |
RequirementsRequirementsKnowledge •Tertiary qualifications or extensive experience in Office administration. •Minimum level 12 communication studies •Tertiary qualifications or extensive experience in Procurement and store control. •Knowledge of the property and facility management sector •PC skills – producing reports, analysing and manipulating figures, experience with the operation of a computerised financial accounting system Skills •Ability to work in an individual and team environment. •Well-developed negotiation skills. •Sound analytical skills •Good communication and interpersonal skills at an individual and team level. •Logical/practical/time conscious – able to plan and work to deadlines •Ability to handle confidential information •Ability to plan and organise priorities, documentation and activities while keeping track of details •Ability to adhere to timetables and met deadlines •Initiative, drive and judgement •Ability to follow up to ensure all necessary tasks have been completed •Filing, logic and organisation skills •Attention to detail •Ability to interact with all levels of staff and clients •Ability to plan and organise priorities, documentation and activities while keeping track of details |
About the CompanyAbout the CompanySerco improves the quality and efficiency of essential services that matter to millions of people around the world. The work we do for national and local governments involves us in the most important areas of public service, including health, education, transport, science and defence. Our private sector customers are industry-leading organisations in a wide variety of markets. We have nearly 50 years' experience of helping our customers achieve their goals. Many want us to improve their productivity and service quality. Others need us to support their rapid growth. Government customers face crucial issues such as economic development, congestion, security and climate change. They value the innovation and passion we bring to these challenges, and the collaborative, flexible and imaginative way we work. |
This Position is closed or expired
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