Hays seeks an Administrative Assistant for EFM

We are a National Property Management and Facilities Group wholly owned by Boultbee, with an impressive shopping centre and commercial property portfolio throughout Scandinavia and the UK, the majority of which we own.In addition we manage UK & Nordic funds for investors.Currently we own and manage approximately 50 shopping centres.Hays seeks an Administrative Assistant for EFM facilities in Skärholmen EFM manages 10 major shopping centres in Stockholm.One of them is the largest shopping centre in Sweden, Skärholmen galleria.EFM is rapidly expanding and as a result, they are now looking to take on board an administrative assistant to assist the Area Facilities Manager for Skärholmen.The Role: Reporting to Area Facilities Manager your main duties would be to maintain all the administration, finance, health and safety, promotional documentation and procedures at the centre.You will also act like AFM's right hand while he's not on site. Main responsibilities includes: .manage AFM's calendar, meeting schedule, filter mail and phone calls .maintain all the administration and documentation required to manage the centre .control finance and maintain accurate records on all aspects of service charge to the tenants and common parts .process all invoices / orders maintaining the centres computer based finance system .oversee both promotions and service charge petty cash systems with monthly accountancy checks on both .oversee all mall generated income .ensure the compliance of all mall traders with regard to insurance, health, safety and licence fees .maintain all insurance claims .ensure that the tenant information is up to date and filed correctly liaising with security .in conjunction with the AFM maintain all contractors and suppliers records for compliance both with health and safety requirements and work records .in conjunction with the AFM ensures the processing and maintenance of accurate records of permits to work and permissions to work are kept .ensure in conjunction with the AFM that accurate staff training records are kept where needs are identified and agreed acted on .keeping up to date with current legislation .responsible for the maintenance of the office equipment, replacement and auditing of stationery consumables .maintain holiday, sickness and overtime records Qualifications: .at least 3 years experience of a similar role .proven administrative experience on a senior level .knowledge of basic financial and invoicing tasks .excellent computer skills, MS Office .fluent in English and Swedish, both oral and written .experience from the facility industry is very beneficial The Person: This post is a key coordination position and we are looking for a person who can work as a part of a team.You are highly adaptable, flexible and comfortable in an evolving and dynamic environment.In order to be successful in this role you also have to know how to work independently and in addition you need to be goal oriented and service minded. Startdate: As soon as possible.To Apply: In this recruitment EFM Sverige AB is working with Hays. Hays is the world's leading and most experienced specialist professional recruitment company.We have over 50 years of experience and more than 450 offices in Europe, Australia, New Zealand, Canada, Brazil, Middle East and As