Job Description:
Top Mark Solutions is a dynamic and expanding Facilities Management company based in Warrington, specialising in services for the property management sector. With a strong reputation for reliability and quality, we deliver a wide range of trade services, including general building fabric repairs, joinery, painting and decorating, groundworks, paving, fencing, drainage, and roofing.
We are currently seeking an organised and proactive Administrator to support the day-to-day running of our busy operations. The ideal candidate will be a confident communicator with strong administrative skills, a keen eye for detail, and the ability to manage a varied workload in a fast-paced environment. This is a key support role, working closely with the Operations Manager, Project Schedulers, and field teams to ensure jobs run smoothly from instruction through to completion and invoicing.
Key Duties & Responsibilities
Operational Support
- Provide day-to-day administrative support to the Operations Manager and wider operations team.
- Raise, log, and track job orders, purchase orders, and work instructions through the company's job management system.
- Liaise with clients, managing agents, and operatives to coordinate scheduling and provide updates on job progress.
- Assist the Reactive and Line Marking Project Schedulers with the booking and allocation of works.
- Maintain accurate records of jobs, materials, supplier invoices, and engineer time.
- Support the procurement of materials and equipment, obtaining quotes and processing orders with suppliers.
- Prepare, format, and issue documentation including quotations, scopes of works, reports, and compliance paperwork.
Client Communication
- Act as a first point of contact for incoming calls and emails, responding promptly and professionally.
- Build and maintain strong working relationships with clients, suppliers, and subcontractors.
- Manage and respond to enquiries, escalating to the relevant team member where required.
- Ensure client portals and CAFM systems are kept up to date with accurate job information and documentation.
Reporting & Compliance
- Maintain and organise company records, certificates, and compliance documentation.
- Assist with the collation of job reports, including "before and after" photographic evidence of completed works.
- Support invoicing and reconciliation processes, ensuring jobs are closed down and billed accurately and on time.
- Identify and flag any discrepancies, outstanding items, or recurring issues to the Operations Manager.
Requirements & Experience
Essential:
- Minimum 2 years' experience in an administrative or office support role.
- Strong organisational skills with the ability to manage and prioritise a varied workload to deadlines.Excellent communication skills, both written and verbal, with a professional telephone manner.Confident in the use of Microsoft Office (Word, Excel, Outlook).High level of accuracy and attention to detail.
- Ability to work both independently and as part of a small team.
Desirable:
- Experience working within the facilities management, construction, or property management sector.
- Experience using job management or CAFM software (e.g. BigChange or client portals).
- Knowledge of purchase order, invoicing, or reconciliation processes.
- Familiarity with accounts or scheduling systems.
Job Type: Full-time
Pay: £25,000.00-£28,000.00 per year
Benefits:
- Company pension
- On-site parking
Experience:
- Administrative: 2 years (preferred)
Language:
Licence/Certification:
- Driving Licence (preferred)
Work authorisation:
- United Kingdom (required)
Location:
- Warrington WA4 6QQ (required)
Work Location: In person
