Facilities Office Administrator

4 weeks ago

Marlow, United Kingdom Whistl Full time

We have a fantastic opportunity for a Facilities Office Administrator to join the team and oversee daily operations, ensuring seamless facility management and administrative support.

Why You?

You will be responsible for managing the day-to-day operations of our Marlow office, Monday to Friday, ensuring a safe and comfortable working environment for our employees and visitors.

You will ensure the environment remains efficient, cost-effective, and well-presented during the working day. To achieve this, you will be highly organised and have an attention to detail.

The Facilities Office Administrator will also provide support to the Regional Facilities Managers with audit documentation, as well as being responsible for the internal and external Marlow audit process.

About the Role

Think as part of a team.

  • Communicate with the office-based team via informative emails to circulate through the Head Office when notifications are required in line with the company communications policies.
  • Attend monthly Marlow site FM meetings and action points circulated to the team.
  • Provide ongoing project support for the Facilities Management & Property team across small works and major projects.
  • Co-ordinate monthly reports and quarterly meetings with key suppliers for ongoing performance updates into the business alongside our Supplier Relationship Manager.
  • Collaborate with and support the Audits team.

Can do Attitude.

  • Monitor and manage office supply inventory, including ordering consumables as required for the business, including kitchens, meeting rooms and print and post areas.
  • Raise and issue Property and Facilities POs.
  • Manage all contact lists throughout the team with regard to FM and Property.
  • Oversee the maintenance and functionality of office facilities, including HVAC systems, lighting, plumbing, and security systems.
  • Maintain a clean, professional, and friendly environment within the office.

Do the right thing.

  • Report facilities-related issues to the facilities supplier and manage this through to completion on behalf of the building.
  • Support the retention of compliance standards across the estate via our Computer Aided Facilities Management (CAFM) System, Elogbooks.
  • Manage files within Whistl shared online platforms and streamline the process, including property and audit documents.
  • Prepare and maintain accurate records and documentation related to facility operations and audits.
  • Have a good understanding of the various Whistl accreditations and maintain these standards with daily/monthly activities such as walk-rounds, supporting the team with Non-conformance (NCs), closeouts, and improvements.
Benefits

We benefit from you, so here's our benefits to you:

  • Annual leave enhanced with long service
  • Access to our prestige benefits and rewards portal
  • Long service rewards, both financial and leave-based
  • Health cash plan
  • Life assurance scheme
  • Career development opportunities
  • Access to a well-established Employee Assistance Programme provider
  • And other excellent benefits you'd expect from a market leader
Essential Skills

To succeed in this Facilities Office Administrator role, you will:

  • Act in a professional and courteous manner when dealing with both internal and external customers
  • Have good communication skills (both verbal and written) - confident in dealing with colleagues and internal/external customers at all levels
  • Work in accordance with all the organisation's policies and procedures
  • Have a good understanding and experience using the Microsoft Office suite
  • Facilities management experience, ideally in a logistics or industrial environment
  • Experience in planning and scheduling works
  • Meticulous in document management and supporting documents within shared platforms
Why Us?

We are the UK's leading delivery management company providing efficient, high-quality, and competitively priced services across business mail, parcels, fulfilment and doordrop media both in the UK and internationally. Distributing more than 4 billion items annually, we are market leaders in Downstream Access Mail (DSA) services, handling over 50% of bulk business mail in the UK.

We are in the top 100 privately owned companies with 23 locations across the UK. Our success is down to our people and the values we all follow to deliver excellence to our customers.

We think as part of a team, act with a can-do attitude and do the right thing. Following these simple values has resulted in our people delivering and exceeding both our business and personal development goals.

We are a family of uniquely different people with strengths in the areas we work in, and we always have the opportunity to be curious to enhance ourselves.

We are a disability confident employer and embrace Well Being, EDI and ESG to make ourselves and our environment the best it can be.

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