Apprentice Business Administrator - Facilities Management Southern Ltd

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Job Summary

Location: Waterlooville PO7 7YH
Salary per week: £175.00
Working hours: Monday - Friday 09:00-17:00 37.5 hours per week with 1 hour for lunch
Applications in by: 21/09/2019
Interview Date: 24/09/2019
Job Code: AP31640

An exciting opportunity has arisen to provide administrative and business support within a busy and proactive Facilities Management office environment. An ideal starting point for someone who has an interest in business administration and wishing to further themselves within the fast-paced world of Facilities Management.

Facilities Management (Southern) Ltd carry out Installations, Servicing and Maintenance to all the Mechanical and Electrical assets you may have within your property. Planned Preventative Maintenance Scheduling (PPM) is essential for a large organisation with a range of such assets or a smaller, independently run operation with a single asset such as a boiler that needs servicing. In either case,
the personal and efficient service you will receive from Facilities Management Southern Ltd is unrivaled in the industry.

Click to learn more about Facilities Management Southern Ltd

Duties will include:

This will be achieved by supporting the coordinator in processing project data and communicating project information with our clients. At the same time this role also ensures that support is provided to the rest of the office in relation to new projects and other ad hoc general office admin duties.

  • Supporting the Fleet Policy process  (Booking vehicles in for MOT/Service. Arranging hire vehicles etc)
  • General Data Entry
  • Printing/Scanning/Shredding
  • Supporting the needs of the office team when work loads increase
  • Provide cover for the phone and direct incoming calls accordingly
  • Process paperwork, documents and computer-based information appropriately in required timescales
  • Ensure uniform and PPE stock levels are monitored and maintained
  • Coordinate hotel and travel arrangements appropriately
  • Take meeting minutes and distribute accordingly in required timescales
  • Manage order process from suppliers
  • Operations & Maintenance File Production; collate all relevant information and completing file for management and Service Department
  • Adhere to team work standards and objectives as communicated to you by the Operations Manager
  • Act as an entry point for incoming queries from clients either by phone or email
  • Gain an understanding of required legislation as and when required
  • Ensure clear understanding of Health & Safety at Work Act

Skills required:

  • The ability to communicate articulately in both the spoken and written (email) word are fundamental prerequisites of the position.
  • Excellent communication skills both on the telephone and by email are essential.
  • IT literacy
  • Decision Making
  • Interpersonal Skills
  • Communications
  • Quality
  • Planning and organization
  • Project management

Personal qualities:

  • Communication Skills: will be working with the Operations, team and external clients. They will need to be able to listen and communicate effectively with a presentable and pleasant manner. They must show strong data entry skills as well as the ability to present data in a way that can be interpreted with ease. They must show strong written and verbal communication skills with a fluency in English, both spoken and written
  • Attention to Detail: must be able to follow all standard operating procedures, policies and compliance standards.  A careful and methodical approach to data entry and other relevant work with good practical thought process is essential. Ensuring that data processed is accurate ad processed in a timely manner.
  • Analytical Skills: must be able to present data for clients that can be interpreted with ease whilst at the same time being confident and understanding the data that is presented.
  • Personal effectiveness: must be a proactive self-starter that is always planning ahead and is able to support. Flexibility is key, with a willingness to adapt to change and follow the company ethos – superior standards and continuous improvement.

Qualifications required:

  • GCSE or similar standard in English, Maths and/or IT
  • Must have good PC skills


  • 20 days holiday plus 8 bank holidays
  • Work Based Pension
  • Company Days out
  • Christmas Shut down (Days taken from holiday allowance)

Future Prospects:

  • Long term career opportunity for the successful candidate

Applications in by: 21/09/2019
Interview Date: 24/09/2019
Job Code: AP31640

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