Estates Administrative Assistant

To answer LAS Switchboard and provide administrative support to the Estates & Facilities Department.

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·    Administrative support relating to general correspondence, minutes (attending meetings and taking minutes), tender documents, specifications and reports.  Distribution of documents.

·         Provide general telephone support for users within the organisation including fault reporting and management on maintenance issues.

·         To maintain and register all necessary test certificates and legal documents.

·         To deal with routine telephone enquiries.

·      Assist with the day to day running of the access control system as required. To give access, amend card details, save photos, print cards and ordering supplies.

·     Assist with the implementation of Abloy Keys to staff. Ensuring staff have the correct access.

·         Process orders via Estates Maintenance System and E-proc System and instruct contractors as required.

·      Responding to emails and requests received in the Estates Service Desk email account.

·      Process invoices via PIMS and liaise with Finance Department regarding all invoice queries and check invoices prior to processing to ensure accuracy in accordance with standing financial instructions.  Pursue any queries and obtain the correct invoices.

·   For further details of the job description and main responsibilities, please see attached job description.