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Facilities Administrator
3 months ago
Duties/Responsibilities:
We are currently recruiting for a Facilities Administrator to join our team in London NW9 5EQ
Hours:
Flexible approach:
Mon-Fri or Tue & Thu or M, W, F
Site Address:
UKHSA Colindale, 61 Colindale Avenue, London NW9 5EQ
Job Purpose:
Provide timely and effective administrative support directly to the EMCOR unit, with a direct report status to the Facilities Manager.
Main function of role is to provide unit administration support to site team and client, in deliverance of facilities services.
Role will include data inputting information directly onto Client systems also maintaining commercial data for client approval which will require a high level of accuracy.
Duties:
Financial
- Ensure information is collated, validated for recharge to client (s) in accordance with client timetable.
- Provide client with accurate information in accordance with their data systems, to goods receive additional works in accordance with agreed timetable.
- Prepare weekly banked hours information and provide client with monthly report.
- Full understanding of financial reporting system and adhere to reporting timeframes.
- Ensure high level of input accuracy to rigidly maintain data integrity
- Associated tasks with JDE, purchasing system, from order/del/invoice processes.
- Process and action invoice queries chasing actions where required.
HR & Payroll functions
- Process recruitment requests and any associated recruitment requirements
- Ensure all information is prepared in readiness for new starter: paperwork, PPE, induction booking.
- Collate information for payroll, validate and process to EMCOR deadlines
- Check staff claimed hours against site attendance (mircotrak) report, action all queries.
- Prepare with high level of accuracy client reports (attendance/banked hrs etc) in accordance with client timetable
- Support Central/UNIT HR functions in preparing/providing information as required for unit, this includes recruitment/leavers etc
- Maintain Holiday/sickness register and all associated activities ensure information is accurate and submitted in timely manner.
- Support unit management team in disciplinary matters, providing minute taking etc
- Coordinate appraisals and performance pro
Service Support
- Deputise for training coordinator & helpdesk/Soft Service functions
- Process completed works on client CMMS with relevant data within agreed time
- Maintain Personnel PPE records and record weekly inspections.
- Provide efficient level of response maintaining a high level of customer satisfaction with all queries & complaints.
- Ensure sufficient supplies of stationery are maintained at all times.
- Attend and complete Weekly Facilities Meeting, minutes ensuring Account Director is provided copy within agreed timeframe.
- Support Contractor Management process ensuring documentation is accurate and held within site systems Identifying with and participating in the attainment of team objectives and priorities.
- Complete SIA license checks & Security audits as scheduled.
- Process IT and mobile phone requests.
- Book in/Out FM Keys maintaining site register
- Maintain Contractor register, liaising with Service Managers/Contractors to ensure information if accurate and in place.
- Assist in training other system users.
Health and Safety
- Participate in improvement programmes where related to role
- Participate in positive safety behaviour, and discussions
- Record all adverse reports, and ensuring information is update accurate and submitted in timely manner.
- Provide administration support for safety team.
Corporate Requirements
- Developing personal skills to meet both individual and team needs.
- Maintain a high level of knowledge of all products and services on offer by the company.
- Communicating and sharing knowledge with other team members.
- Provide administration support in room booking, minute taking Take the initiative to ensure that work processes, procedures and systems are effective and efficient while ensuring practices are aligned to established corporate standards of professionalism and accuracy.
- Maintain focus on excellent customer service delivery standards
- Work towards the continuous improvement of EMCOR's (including Workplace Health & Safety, Quality Assurance and Environment), existing standards, values and culture.
- Maintain site HR activity report.
Person Specification:
Skills:
- Proven ability to provide a high standard of support in Administrative principles, including the ability to implement systems and processes and to proactively resolve problems.
- Acceptable level of interpersonal and communication skills, with the ability to liaise with customers and staff at all levels
- Demonstrated ability to contribute as a member of a team to achieve positive outcomes and provide quality service to customers.
- Demonstrated organisational and time m
