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Facilities Administrator

2 months ago

Hemel Hempstead, United Kingdom Think Specialist Recruitment Full time

We're now recruiting for a Facilities Administrator to support for at least the next 1-2 months on a temporary cover basis.

In this role you'd be working closely with the teams across 2 sites, one being in Hemel Hempstead and the other being in Watford.

The reason for the cover is that the company are moving from one site to the other in the coming months, meaning you would ideally be able to commute to both, both sites are very easy to access via public transport and both have free on-site parking.

Due to the move taking place, we're expecting the reception area to be fairly quiet, so this role is mainly going to be facilities focussed support.

Meaning this role would be great for someone looking for something more administrative and having previously worked in line with a facilities team, helping to raise POs, internally setup/book meeting rooms, maintain accurate administration/reports/diaries, point of contact for vending/catering/hospitality contracts etc.

Both offices are stunning places to work and this is one of the most recognisable companies in the area, a huge global powerhouse, especially in their field.

The role does need to be performed on site daily, so Monday to Friday, fully office based and standard office hours with an early finish on a Friday during summer periods.

Depending on experience, this is going to be paying up to around £15 per hour (+ holiday accrual) and will be paid weekly.

What does the day-to-day look like?

Within this position you'd be responsible for supporting the administration elements and duties of the Facilities team as well as supporting on reception.

  • Assist Facilities team with creating POs via SAP, providing back up to other team members, accurate invoice & PO processing to ensure prompt payment for services.
  • Assist with the set up of rooms for training, meeting, hospitality, local events etc. ensuring the rooms are available & set up according to customer requirements.
  • Maintain Facilities storage areas to ensure safe & proper control of company assets/Inventory.
  • Ensure Stationery & office supplies are controlled & approved replacement items are ordered, stored & distributed.
  • Maintain accurate & up to date car fleet administration, providing reports requested by management & local HR/ Finance departments. Support new car lease contracts & proper return/disposal of leased vehicles.
  • Assist & support travel administration, monitor & documenting travel activity to ensure accurate management reporting. Provide local support for Travel initiatives, preferred hotels & services.
  • Ensure accurate & correct use of Postal & Courier services, ensuring appropriate services are used, accurate processing, invoice checking & proper allocation of costs to internal departments.
  • Administer the Stock Warrant / Internal Order process for acquiring products, ensuring proper processes are followed where in operation.
  • Maintain correct car parking allocations, records & support visitor / other office parking requirements.
  • Assist with the maintenance of the Facilities Share Point site to ensure all requested information is filed correctly, made available as required & up to date.
  • Support the building Security systems, administer badges, maintain system details & integrity.
  • Assist with the handling of waste materials, including confidential waste & recycling programmes.
  • Support all Health & Safety initiatives as detailed locally.
  • Assist Facilities team to prepare budgets & forecast information, checking accuracy & highlighting any discrepancies &/or concerns.
  • Support the Asset & Inventory management programmes as required to ensure accurate records are maintained & documented.
  • Support the registering of new assets & disposal as per Finance processes
  • Assist with the administration of local Insurance details & claims handling.
  • Support & act as point of contact on all Vending, Catering, Hospitality & Free Issue supplies to support the business.

What do we need from you?

  • Available for temp work for the next 1-2 months at least
  • The ability to work flexibly across the Hemel Hempstead and Watford offices
  • Administrative experience is a must, ideally in a Facilities capacity
  • Previous knowledge of SAP would be hugely beneficial, but not a requirement

What next?

Apply for the role, get in touch with Bobby and we are looking to hold interviews asap with the ability to start people as soon as possible.

Looking for the next step in your career? Think Specialist Recruitment.

Think Specialist Recruitment is an independent support staff recruitment agency based in Hemel Hempstead and working across the Herts, Beds and Bucks area. We specialise in permanent and temporary recruitment with areas of expertise including; administration, customer service/call centre, PA/secretarial, human resources, accountancy and finance, sales admin/sales support, marketing and IT Helpdesk/IT support.