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Facilities Administrator
3 months ago
Facilities Administrator
RAF Marham, Kings Lynn, Norfolk, PE33 9NP
MAIN PURPOSE OF THE JOB:
The post holder will assist in the running of the CAFM system and administrative service to the Management Teams, including support in maintaining contractual compliance and mitigation of service failures.
DIMENSIONS OF THE JOB:
To provide a timely and effective service as a critical part of the facilities team.
KNOWLEDGE, SKILLS AND EXPERIENCE:
An understanding of a helpdesk function and able to take instructions yet at times act on own initiative. Must have: good communication skills, good telephone manner, general understanding of databases, word processing & the internet, a flexible approach will be required to work & time commitment, file management. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client and the schools in order to support the wider team to manage contractual obligations.
DUTIES:
- To operate the CAFM System, receiving reactive and planned events, relaying information to those responsible for action and keeping the client updated where necessary.
- Update the CAFM system with a full audit trail of the event from receipt to closure.
- To ensure that all statutory and compliance PPM's are completed within the allocated time frame, and are uploaded to the FM portal for audit review
- To work with Engineer Supervisor, ensuring subcontractors are booked in advance. Thus ensuring the contract remains compliant.
- To manage the Requests for Information in a timely manner
- Manage the extension of time process, ensuring client representatives give approval, and this is accurately recorded.
- To interpret and analyse data to meet management and client needs.
- To assist with the development of the weekly newsletter
- To ensure that works are booked in with buildings through calendar invites, with up-to-date information, risks and impacts
- To always operate with safe working practices with due regard to Health and Safety regulations, COSHH, waste disposal, etc in accordance with legislative requirements and policies and procedures.
- To monitor and log all accidents and incidents as appropriate
- To contribute to the efficient and effective working of the Facilities Management function.
- The postholder will be required to maintain an awareness of site policies, procedures and objectives related to the successful delivery of the administration and helpdesk service.
- To provide clerical and administrative support to the Management Team, including, word processing, filing, reception, telephone and general office duties, where necessary.
- To carry out any other duties assigned by the Management Team in connection with operational requirements.
- To assist with monthly invoicing, engineer times and bill end tasks
- To carry out contractor vetting ensuring that all contractors are set up correctly and are processed through the appropriate methods.
- To raise and issue purchase orders specific to Reactive and Planned works.
- To carry out stocktakes for the engineers store ensuring all items are up to date.
- To collate information ready for the monthly client audit, ensuring that any actions are met.
PERSONAL AND PEOPLE DEVELOPMENT
Actively participate in your personal development
HEALTH & SAFETY RESPONSIBILITY
It is the responsibility of the individual to work in compliance with all current health and safety legislation and IFM's Safety Policy and to attend any training requirements both statutory and mandatory in line with IFM's responsibility to comply with the Health & Safety and Welfare at Work Act 1974.
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