ABM Ireland
Administrator
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ABM Recruitment for Full Time Permanent Contract Support and Finance Administrator
Location: Airbus, Airport Rd West, Belfast
Purpose
ABM is seeking an experienced and confident individual to join the Contract Support Administration team at a major client site in the Belfast area. The ideal candidate will have experience in customer service, finance, and general administration duties.
Key Responsibilities
Contract Support Services Administrator
- Providing first line helpdesk support to the Client by answering phone calls and emails in a professional and timely manner.
- Log and manage calls using the computer-aided facilities management (CAFM) system.
- Coordination of works through the CAFM system, including the planning and scheduling of works orders for both in-house and subcontracted services.
- Champion the requirement within the team to ensure the system is used correctly and records of work carried out are recorded on the CAFM system.
- Ensure all works are completed and invoiced by subcontractors in line with set KPIs.
- Support of the organisation's performance management system (AES). Including data analysis, creation, and completion reports.
- Maintain excellent working relationships with clients, suppliers, and subcontractors.
- Provide system engineering support for the CAFM system.
Finance Administrator
- Process and document client invoices meticulously, guaranteeing precision and completeness.
- Handle supplier invoices with thorough review for accuracy and adherence to company policies.
- Keep meticulous records of all invoices, receipts, and financial transactions.
- Reconcile invoices with purchase orders, delivery receipts, and contracts.
- Engage with clients and suppliers regarding invoice discrepancies and payment concerns.
- Creation and control of client billing documents through internal processes.
- Monitor accounts payable and accounts receivable to ensure prompt payments and collections.
- Contribute to month-end and year-end financial closing processes.
- Prepare and submit regular reports on the status of accounts payable and accounts receivable.
- Prepare and present cost reports to Contracts Manager and onsite Client Governance team.
- Collaborate with the finance team to enhance and streamline invoice processing procedures.
- Occasional assistance to the Contract Support Helpdesk team to record breakdown requests on computer-aided facilities management (CAFM) system.
- Daily management and coordination of works through CAFM system.
- Stay current with industry best practices and evolving financial regulations.
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General Administration
- Attendance at Client meetings relating to service as required.
- Assist in the coordination of weekend and holiday shutdowns with Site Leads and Supervisors.
- Ensure Company updates are communicated to all internal teams.
- Organise and attend offsite meetings as required.
- Attend marketing and conference events when required.
- Act as a liaison to the Training and Organisational Development Manager for organising and booking training for all teams.
- Assist in the onboarding of new staff.
- Methodical and analytical approach to work required.
- Attention to detail in terms of service is essential.
- Any other general administrative tasks.
- Take a results-orientated approach to the role, ensure results are analysed/trended and understood; and those remedial actions are delivered.
- Support any customer initiatives which could lead to longer term benefits to both the customer and ABM.
- Any other ad-hoc duties as reasonably requested by a member of the Management Team.
Skills and Experience
Essential Criteria
- Proficiency in Microsoft packages, specifically: Outlook, Excel, and Word.
- HNC/HND in Finance, Accounting, or a related field preferred.
- 2+ years’ experience as a Finance Administrator or in a similar role.
- Proficiency in accounting software and MS Excel.
- Knowledge of accounting principles, practices, and regulations.
Desired Experience
- Knowledge of CAFM Systems.
- Experience in a helpdesk/ planning/ scheduling or coordination role.
- Experience working in a facilities maintenance or building services environment.
- Exceptional attention to detail and precision.
- Outstanding organisational and time management abilities.
- Effective communication skills, both written and verbal.
- Capability to work autonomously and within a team.
- Strong problem-solving and analytical skills.
- High ethical standards and professionalism.
Benefits
- On-going training with certification
- Career Progression
- Refer a Friend Scheme
- Cycle to Work Scheme
- Employee Assistance Program
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About Us
We at ABM, are a global team of 100,000+ dedicated professionals committed to providing safe and healthy spaces where people live, work, and travel. For over a century, we've been serving communities around the world, delivering exceptional facility solutions to businesses of all sizes.
From schools and commercial buildings to hospitals, data centres, manufacturing plants, and airports, we help keep every space open and operating smoothly. But more than that, we believe in putting people first. We know that safe and clean environments are crucial for everyone's well-being, and we take that responsibility seriously. That's why people everywhere count on ABM to deliver the services they need to thrive.
A driving force for a cleaner, healthier, and more sustainable world, ABM provides essential facility services and forward-looking performance solutions across a wide range of industries – from commercial real estate, healthcare, education, technology and data, manufacturing, pharmaceutical and life sciences and more.
With regional operations based in Dublin, Belfast, and Cork, ABM is home to more than 2,300 team members across the Republic of Ireland and Northern Ireland.
Founded in 1909, ABM serves over 20,000 clients throughout the United States, United Kingdom, Republic of Ireland, and other international locations.
The above description is intended to give candidates an appreciation of the role envisaged for this position and the range of duties. It does not outline all detail or every activity, and should be utilised as a general guide only, detailing the minimum requirements and responsibilities of the position. Specific tasks and objectives will be agreed at offer stage and thereafter during the company`s appraisal process.
ABM are committed to employment practices that promote diversity and inclusion in employment regardless of age, disability, gender reassignment, sex, marriage and civil partnership status, pregnancy and maternity status, race, religion or belief. ABM welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of our recruitment process and should call 01 679 2288 to request same.
ABM is an equal opportunities employer.
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