Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Job description:

ABM is currently recruiting for a Full Time Permanent Contract support and Finance Administrator working in Airbus, Airport Rd West, Belfast.

Purpose:

ABM is seeking an experienced and confident individual to become part of the Contract Support Administration team on a major client site in the Belfast area. The candidate will have experience of customer service, finance and general administration duties.

Key Responsibilities:

Contract Support Services Administrator

• Providing first line helpdesk support to the Client by answer phone calls and emails in a professional and timely manner.
• Log and manage calls using the computer-aided facilities management (CAFM) system.
• Coordination of works through the CAFM system, including the planning and scheduling of works orders for both inhouse and subcontracted services.
• Champion the requirement within the team to ensure the system is used correctly and records of work carried out are recorded on the CAFM system.
• Ensure all works are completed and invoiced by subcontractors in line with set KPIs.
• Support of the organisations performance management system (AES). Including data analysis, creation, and completion reports.
• Maintain excellent working relationships with clients, suppliers, and subcontractors.
• Provide system engineering support for the CAFM system.

Finance Administrator

• Process and document client invoices meticulously, guaranteeing precision and completeness.
• Handle supplier invoices with thorough review for accuracy and adherence to company policies.
• Keep meticulous records of all invoices, receipts, and financial transactions.
• Reconcile invoices with purchase orders, delivery receipts, and contracts.
• Engage with clients and suppliers regarding invoice discrepancies and payment concerns.
• Creation and control of client billing documents through internal processes.
• Monitor accounts payable and accounts receivable to ensure prompt payments and collections.
• Contribute to month-end and year-end financial closing processes.
• Prepare and submit regular reports on the status of accounts payable and accounts receivable.
• Prepare and present cost reports to Contracts Manager and onsite Client Governance team.
• Collaborate with the finance team to enhance and streamline invoice processing procedures.
• Occasional assistance to the Contract Support Helpdesk team to record breakdown requests on computer aided facilities management (CAFM) system.
• Daily management and coordination of works through CAFM system.
• Stay current with industry best practices and evolving financial regulations

General Administration:

• Attendance at Client meetings relating to service as required.
• Assist in the coordination of weekend and holiday shutdowns with Site Leads and Supervisors.
• Ensure Company updates are communicated to all internal teams.
• Organise and attend offsite meetings as required.
• Attend marketing and conference events when required
• Act as a liaison to the Training and Organisational Development Manager for organising and booking training for all teams.
• Assist in the onboarding of new staff.
• Methodical and analytical approach to work required.
• Attention to detail in terms of service is essential.
• Any other general administrative tasks.
• Take a results-orientated approach to the role, ensure results are analysed/trended and understood; and those remedial actions are delivered.
• Support any customer initiatives which could lead to longer term benefits to both the customer and ABM.
• Any other ad-hoc duties as reasonably requested by a member of the Management Team

Skills and Experience

Essential Criteria:

• Microsoft packages, specifically:
  Outlook, Excel and Word.
• HNC/HND in Finance, Accounting, or a related field preferred.
• 2+ years’ experience as a Finance Administrator or in a similar role.
• Pr…