Invictus Group

Help Desk Administrator Twickenham - Ongoing Temporary (Immediate Start/Weekend Nights) Location: Twickenham Hourly Pay Rate: £23.00p/h Via Umbrella Hours of Work: Saturday & Sunday 7pm - 7pm (Night Shifts) A World Leading Service provider who operates on an international scale is looking for a Help Desk Administrator based in Twickenham area working for a busy hospital environment. This role is for covering long term sickness and are looking for candidates that want Weekend Work. They must have experience in working on the helpdesk before using CAFM experience and dealt with planning reactive. Key responsibilities: Handling telephone and email queries from clients and engineers on outstanding and ongoing work orders. Raising jobs and closing jobs on the CAFM system Categorising and resourcing the correct engineer based on skills and proximity to work location. Contacting other branch members with regard to queries on purchase orders, thresholds and call-out responses. Recording reactive maintenance calls onto a computerised system. Working on the internal system and clients throughout the day. Cover Holiday/Sickness for colleagues Assist other team members when required. Ensure accurate and timely allocation of work requests from clients to meet service level agreements. Processing invoices and raising purchase orders. Working to tight deadlines and targets provided my management in accordance with contract requirements. Any other duties requested by the Helpdesk Manager. Key Requirements: Must have Basic DBS Check since its a hospital environment Must have FM and Helpdesk experience Strong organisation skills. Can work well in a large team and can also Multi-task Previous experience in client facing role Confident with numbers as you will be prepping and carrying out the billing on a weekly and monthly basis to the client. Experience in accounting or finance will be an advantage. Confident with Excel Must be able to demonstrate a strong sense of customer focus Self-motivated and systematic. Results/task orientated attention to detail and accuracy. Excellent time management and organisation skills. If this role would be of any interest then please do apply for the role below

FM Administrator King Cross - Permanent (Up to £30k) Location: King Cross Basic Salary: Up to £30k depending on experience Hours of Work: Monday - Friday 8am - 5pm A World Leading Service provider who operates on an international scale is looking for an FM Administrator based in King Cross area on a permanent basis. This role is with the hours of Mon-Fri 8am - 5pm and is paying up to £30k depending on experience but this will be good for someone with little experience that wants to develop. Key Responsibilities: Accurate data input using in house CAFM System and Client Elogbooks system Accurately enter service details and costs onto a quote for client submission. Create and manage quotes using Excel and Word Monitor and review follow up work orders Run weekly and monthly reports to ensure data integrity Communicate efficiently daily with 3rd Party Suppliers and our clients Performing clerical works, such as filling, documentation, and customer service Maintaining and updating suppliers' information and customer records Log and maintain all callouts on our CAFM and our client system Chase reports, receipt invoices and close down WO's for billing Weekly report on all open jobs to be issued Key Requirements: Previous administrator experience Shows an enthusiastic approach with the ability to use own initiative to solving problems Strong organisational skills and ability to handle multiple tasks in a fast-paced environment Ability to make decisions in a timely fashion, coupled with the ability to investigate and weigh alternatives while understanding and awareness. Proficient in Microsoft packages Highly orgainsed and can manage several projects at same time Flexible, fast thinking and conscientious Excellent attention to detail If this role is of any interest then please do apply below.

Create and maintain detailed PPM schedules based on manufacturer recommendations, building specifications, and client requirements. Assign maintenance tasks to appropriate technicians and contractors, ensuring proper scheduling and prioritization. Monitor and update PPM schedules as needed due to changing conditions or equipment updates. Utilize relevant in-house property management software to input and manage all PPM data, including equipment details, maintenance history, and compliance documentation. Generate reports on PPM compliance, overdue tasks, and maintenance trends. Ensure accurate data entry and system integrity. Liaise with building managers, technicians, contractors, and clients to communicate PPM schedules, task updates, and any potential issues. Coordinate with the facilities team to ensure timely access to equipment for maintenance activities. Monitor compliance with regulatory requirements and industry standards related to building maintenance. Ensure all necessary documentation is maintained and readily available for audits. Track and analyze maintenance costs associated with PPM activities to identify potential cost-saving opportunities. Monitor budgets and ensure adherence to allocated funds.

Monday to Friday 09:00 till 17:00 2 Year as helpdesk Coordinator Essential Key Responsibilties: Process reactive and planned estates and facilities work orders and assign them to the relevant on-site estate and facilities team and contractor(s) through an effective triage process in line with agreed Key Performance Indicators (KPIs) and Service Level Agreements (SLAs). Ensure all tasks have correct priority status assigned to them and where appropriate and with the guidance of the Systems Manager, make amendments ensuring that the internal client is made aware of the changes. Under the guidance of the Systems Manager, liaise with contractors where such work orders cannot be completed by the on-site estate and facilities team, and request quotes where required. Under the guidance of the Systems Manager, liaise with the estates and facilities team where advice is required to action a work order or where the work order is complex in nature. Under the guidance of the Systems Manager, prepare randomly selected work orders for the purpose of quality checks and carry out physical quality checks, and document findings, taking corrective actions as required. Take ownership of work orders from issue to completion. Ensure that the helpdesk users are kept abreast of all or any progress relating to their work orders. Organise and implement pre-planned maintenance schedules. Manager and monitor the shared Helpdesk inbox. Raise and track purchase orders. Monitor and track invoices, ensuring that they match with purchase orders / services supplied. Collate and file maintenance reports and quotes. Maintain excellent relationships with site-based estates and facilities teams and their occupants as well as the contractors. Issue and monitor permit to works, including working at height, hot works and general permits to work. Monitor and collate RAM s, insurance documents and other contractual documents from various contractors which forms part of the helpdesk processes. Monitor workload of site-based estates and facilities teams ensuring that they have a manageable number of work orders to sustain their workflow rate, ensure suitable distribution of tasks and avoidance of overloading. Run weekly reports to review effectiveness of the on-site estates and facilities team, taking action where low conversion rates become apparent. Provide weekly data and feedback to the estates and facilities management team to support performance management of both internal operatives and contractors. Review work orders that are on hold (on a minimum weekly basis) and ensure that the reason for their suspension is identified in the relevant section of the work order record In Planon and appropriate parties have been notified. Assist with the management and coordination of on-site stock levels to ensure timely ordering, delivery and issuing of spares and materials to ensure KPIs are met, progressing and chasing overdue items. Report on and investigate all work orders that have missed their intended response, rectification/completion dates/times, liaising with the relevant on-site estates and facilities team and contractors and recording their reasons, escalating any issues identified to the relevant estates and facilities manager. Lead on engaging the contractors and on-site estates and facilities team to deliver remedial actions. Communicate with end users in relation to scheduled planned work orders which may impact them or be disruptive to their service delivery. Check that customers can access information and that the communications are effective. Liaise with all customer touch points to ensure that the correct level of accurate information is recorded on work orders reported to them, ensuring that they have sufficient up-to-date information regarding the status of all outstanding work, either via interrogation of the CAFM system or verbally, to enable them to answer customer enquiries. Assist the Systems Manager with producing up-to-date reports to the estates and facilities management team on request, showing the status of various workloads of different types and categories. Assist the Systems Manager with producing performance reports to identify unacceptable performance levels and seek improvements through changes to workload planning and scheduling. Produce trend analysis reporting across a multitude of areas which can help the estates & facilities management team with their long-term planning. If required, attend contractor reviews to advise on best practice and ensure we are working in partnership to continually improve upon levels of service and meet agree SLA s.

Role Responsibility: To manage the day-to-day performance of a small team of Operatives ensuring the continuing achievement of SLA targets. To provide support and mentoring for direct reports and where applicable the wider team, guiding and developing their careers. Conduct monthly 1-1s and quarterly PDRs, ensuring all actions, development and training needs are documented. To ensure all staff have the necessary training and support to enable them to fulfil their roles in an effective and efficient manner. The post holder will be constantly looking at ways to improve staff retention and contribute to the increase of employee engagement. In conjunction with the Technical Services Manager the post holder will be expected to frequently review operational processes and to seek and implement new and improved ways of working The post holder will operate as a collaborative member of the management team, ensuring that accurate information is produced to strict deadlines, analysing weaknesses and developing corrective action. Produce regular management information reports to highlight areas of weakness to provide a continuous improvement plan across all areas of the business. Monitor daily and report KPIs achievement on a weekly basis detailing mitigated actions Proactively act in a manner that supports a healthy and safe working environment through effective management of incidents and hazards. To ensure that H&S is embedded at the core of all our processes, both within the Service Centre and for our onsite colleagues. Ensure that Kronos is managed correctly on a daily basis to ensure the accurate and timely payment of all staff under area of responsibility.

Monday to Friday 09:00 till 18:00 Previous experience in customer service and hotel hospitality desirable Key Responsibilities: Support the Facilities Manager with the day-to-day operations of the building Building Inspections Hazards (Health & Safety) Tenant Liaison Purchase orders and processing invoices (10% of the job will be this) Assisting in Tenant meetings recording minutes etc supporting Building Manager Action & Reporting through Helpdesk Oversight of Cleaners Engineering & Security teams (through GWS Contract Manager) Mail Room knowledge &cover (vacation etc) Responding to alarms and reporting security issues Assisting with office moves and other general ad-hoc projects IOSH or other H&S qualification desirable Experience working within a facilities environment Good IT skills Excellent written and spoken communications Professional appearance polite courteous manner Ability to work under pressure Work pro-actively independent and as part of a team Collaborative working spirit that builds effective working relationships The ability to multi-task effectively and prioritise workloads A can-do attitude using own initiative innovative and self-motivated Ability to work un-supervised Accurate diligent focussed and reliable

An established property consultancy is seeking a Property Administrator to provide comprehensive administrative and operational support to its surveying team, delivering day-to-day property management services across a diverse portfolio of commercial and mixed-use properties. This is an excellent opportunity for someone with strong organisational and numerical skills who is interested in developing a long-term career within property and surveying. Full training will be provided. Key Responsibilities Service Charge Management Coding service charge invoices and liaising with the accounts team to ensure timely payment Supporting surveyors and facilities managers on day-to-day service charge matters Monitoring expenditure through quarterly variance reports, attending meetings to resolve actions Assisting with the preparation and issue of annual service charge budgets and year-end reconciliations Property Administration Extracting and interpreting information from legal documentation and updating internal systems Liaising with tenants and suppliers to support the smooth day-to-day running of properties Maintaining accurate tenancy schedules and property records Assisting with tenant inspections where required Preparing client reports and property documentation Managing the onboarding of new properties and processing property disposals Processing RPI-linked rent reviews Data & Reporting Creating, amending, and reviewing spreadsheets using Excel formulae Analysing and presenting data accurately and clearly Ensuring high levels of accuracy and attention to detail across all records and documentation About You Essential: Proficiency in Microsoft Word and Excel Strong numerical ability and confidence working with figures Experience creating and managing spreadsheets using Excel formulae Excellent written and verbal communication skills High attention to detail and a professional, proactive approach Strong time management skills with the ability to meet tight deadlines Desirable: Previous experience in property management or a property-related role (not essential) A genuine interest in building a career within property and surveying

Part Time Corporate Receptionist - Bristol - Temporary (Immediate Start) Location: Bristol Hours of Work: Mon - Fri 10am - 2pm Hourly Pay Rate: 17.51p/h Via Umbrella A World Leading Service Provider who operates on an International scale is seeking an experienced Corporate Receptionist based in the Bristol area on a 3 Weeks contract (Potenitally longer if needed) working in large corporate office site when client requires. The successful candidate would ideally need to be very client facing and has good experience working in a FOH environment. Key Responsibilities include: Welcoming all staff and visitors and act as host to create excellent relationships with the customers (To make refreshments as and when required) Management of the staff car parking and visitor spaces. Arrange all business lunches, conference room bookings and conference calls dial in. Ensure the front of house is kept tidy and regular checks of visitor washrooms. Manage all incoming and outgoing post, parcels and couriers Welcome delivery drivers and couriers. Sign for parcels and place in post room for recipient to collect (keep records). Keep the telephone listings up to date at all times and liaise daily with the Service Centre to ensure the telephone and Contract lists are up to date so they can receive incoming calls. To answer internal calls only. Administration duties for the Service Centre and the Finance Teams (or any other department upon the request of your manager). To keep all Front of House Literature up to date and tidy The successful candidate must be able to demonstrate the following: Customer Service and Front of House experience is required. Excellent communication (face to face, telephone and written) Well presented with excellent attention to detail. Extremely organised individual. If this role would be of any interest or you know someone that might be of interest then please do apply below