Facilities Account Administrator

Facilities Account Administrator

Team Operations | Contract type Permanent

Who is Mitie?

Mitie provides a wide range of facilities management (FM) services across Ireland, Europe, and the UK. These are delivered as integrated FM contracts, in bundles or as single services, depending on client requirements. Our service areas include Integrated FM; Hard FM technical and building services; Cleaning, Security, and front of house. We work with a wide range of private and public clients to create great work environments. Our premise is simple: the exceptional, every day



About the role:

•Raise PO's

•Review monthly accruals & PO commitments

•Process supplier invoices - gathering all relevant back up data & documents

•Liaise with engineers and suppliers to ensure all appropriate paperwork is in place

•Deal with supplier queries in a timely and prompt manner

•Troubleshooting work not billed or cancelled

•Monthly supplier reconciliations/Submissions

•Provide and maintain accurate and up to date reports and spreadsheets to include regular updates as required to the quote log, purchase order log, invoices, site data and costs

•Continuous contact with suppliers to ensure timely receipt of invoices/statements

•Preparation of monthly management reports as required including the collation of information for the client report

•Ability to present monthly results to management team on a timely basis in a clear and concise manner

•Place orders for consumables as required

•Maintain the shared drive folders, ensuring that they are accurate and up to date, containing all current information

•Track Quotes/Approval

•Maintain Annual Leave Tracker

•Process technicians time sheets and overtime by inputting to core system and liaising with payroll team



About you:

• Billing - Previous experience raising invoices, PO's and reconciling is essential
• Reporting - Strong reporting skills are required as you will be analyzing and compiling information from various reports to present monthly to the management team
• Numerate - Good understanding of accounting processes
• Microsoft Excel - Expert level and proficiency in using VLOOKUP's functionality
• Communication - You will be able to influence and be a great communicator as there will be a requirement to work in conjunction with senior management, operational teams and clients.
• Deadlines - Our turnaround times can be short and late billing can involve penalties. At these times you need to be able to remain calm under pressure and meet deadlines.
• FM Terminology - Familiarity of technical terminology relating to the Facilities Management industry desirable
• Systems - Previous experience with Maximo CAFM system and its function in respect to frequencies, asset lifecycle and compliance desirable
• Attitude - By nature you will be cheerful and self-motivated, with the ability to work on own initiative and as part of a team.
• Challenge - Be inquisitive and challenge current processes in place. Review how you are doing things regularly and see if there is a more efficient and effective way to complete a task.

This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken.It does not attempt to detail every activity, and should be utilised as a general guide, detailing the minimum requirements and responsibilities of the position.Specific tasks and objectives will be agreed with the post holder following the appraisal process and on an as and when required basis throughout the post holder's period of employment.



Mitie is an equal opportunities employer

To see the full job description please click apply.