Administrator Support

Mobile Administrator

LOCATION: Amazon LCY2 – Site based

HOURS: Monday – Friday 08:00-17:00 inc 1-hour unpaid lunch

SALARY: £35,000.00

ROLE OVERVIEW AND PURPOSE

The Mobile Administrator will provide dedicated administrative support at Amazon LCY2, ensuring consistent delivery of site-based processes including quotation preparation, purchase order handling, contractor liaison, compliance support, and reporting. This role supports the site management team and contract delivery leads, helping maintain smooth operations in line with ABM's standards and Amazon's contract requirements.

KEY RESPONSIBILITIES

Key duties and accountabilities include:

• Preparing and submitting quotations, referencing supporting supplier quotes to ensure transparency and alignment with ABM's agreed mark-up structure.
• Raising and receipting purchase orders accurately using IBMS (or relevant CAFM systems), ensuring all documentation is filed appropriately.
• Maintaining and updating all administrative trackers – including quotes, purchase orders, and compliance trackers – in IBMS and Microsoft SharePoint/ Teams.
• Supporting the scheduling and closure of approved quotes, working closely with contract managers and site managers to ensure work is allocated and delivered.
• Uploading documentation (e.g. supplier quotes, completion evidence, subcontractor job sheets) to DMS and ensuring records are maintained for billing and audit purposes.
• Assisting in the management of maintenance schedules, ensuring visibility of key PPM dates and site-specific requirements.

• Liaising with subcontractors and internal stakeholders to coordinate additional works, consumables, and reactive requests, ensuring these are correctly separated from core PPM activities in line with contractual boundaries.

• Managing and updating compliance systems such as Avetta, ensuring supplier documentation is up to date and verified.
• Assisting with quote authorisation processes, tracking client approvals (e.g. PO or written instruction) and preparing documentation for submission to the client.
• Contributing to weekly and monthly reporting by updating trackers, submitting quote status updates, monitoring outstanding approvals or POs, and supporting the collation of data for contract performance and financial reporting.
• Providing general administrative support to site and contract managers to help deliver operational efficiency.

REQUIRED SKILLS AND EXPERIENCE

• Strong organisational skills with the ability to manage multiple priorities.
• High attention to detail in document preparation, tracking, and record-keeping.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (especially Excel, Word, Teams).
• Experience working with CAFM systems (e.g. IBMS) and digital filing systems (e.g. DMS).
• Confident in liaising with suppliers, contractors, and clients in a professional and clear manner.
• Capable of working independently across multiple sites and adapting to varying operational needs.
• Able to maintain a high level of discretion and professionalism in a fast-paced commercial environment.

DESIRABLE

• Previous experience in a facilities or site administration role.
• Experience in using CAFM system or asset management system.
• Understanding of FM contract structures, especially separation of PPM, reactive, and consumables.
• Familiarity with Amazon processes or working on Amazon sites is a bonus.