Administrator (Maintenance)

3 weeks ago

Exeter, United Kingdom UPP Ltd Full time

To maintain compliance records, PPM records, personnel records, contractor records and other maintenance related administration tasks.

To help ensure effective and balanced deployment of maintenance team resources.

To assist the Manager in the production of various reports for the University client, UPP Residential Services and residents of the Halls.

Here at UPP we have an exciting opportunity for a Maintenance Administrator to work as part of our Exeter team.

This is a permanent position working 37.5 hours per week Monday to Friday 7.5 hours per day covering the hours between 9.00am and 5.00pm. The salary is £22,352.47 per annum.

Roles and Responsibilities

General Administration Duties
- Assist the relevant manager(s) in the co-ordination of all on-site activities
- Support the relevant manager(s) with day-to-day administration
- Help to maintain full compliance with statutory legislative requirements
- Liaise with various external contractors to arrange site visits and to glean sufficient information for client notices of contractor attendance.
- Operate a computer based property management database monitoring all reactive work and planned maintenance
- Support general administration team as and when required

Procurement
- Assist in monitoring of stock levels and in the procurement of goods and services via the UPP RSL purchase system.
- Source potential suppliers
- Put forward new supplier requests with the procurement team
- Obtain and input supplier details on the site database
- Submit purchase order requests for goods and services
- Receive and check deliveries
- Ensure all goods and service receipts are checked, signed and passed to site administrators
- Carry out periodic stock audits
- Undertake asset condition surveys to inform stock purchasing decisions
- Ensure PPE supplies are maintained, in good working condition and in date
- Provide input into financial reviews and analysis

Record Keeping
- Maintain technical, PPM and statutory compliance records and supporting evidence
- Ensure Sharepoint and site and company filing systems are well maintained and current
- Maintain a database of contractors ensuring all required information is up-to-date, including insurances, inductions, legislative/qualification records, RAMS, annual contractor engagement letters, etc
- Evaluate contractor/supplier job sheets, quotes, etc and action as appropriate
- Carry out audits of ‘Planon’, ‘Prism’ (risk manager), etc and ensure all recommendations/actions are followed through to completion within timescales
- Maintain HAV (Hand Arm Vibration) records for the maintenance team
- Maintain vehicle driver records and vehicle servicing schedules
- Raise Permits to Work for specific work tasks

Planon
- Support the helpdesk team by providing appropriate information to allow them to manage and monitor reactive work and planned maintenance tasks.
- To backfill the helpdesk team and front of house team, when required in the event of absence.
- Review Quarterly Planon Audits to ensure 100% compliance
- Support the relevant managers to achieve Technical Compliance KPIs

Other
- Carry out role of Site Safety Co-Ordinator and attend SSC regional/national meetings
- Maintain the SHSEMS or equivalent filing system on Sharepoint
- Maintain site first aid kits and eyewash stations
- Perform follow-ups to incident and accident reports and investigate when appropriate
- Utilities monitoring and reporting
- Waste stream compliance, environmental compliance and reporting
- Undertake training as required, including IOSH Managing Safely
- Be prepared to work additional hours as and when the need arises, especially during the main student arrival and departure weekends
- Assist with departmental recruitment and maintain personnel records
- Other duties commensurate with the post
- Consistently perform in a manner which aligns to UPP’s Value and Behaviours

Person Specification

Experience

Demonstrable strong administrative experience within a customer service environment

Previously worked within a facilities or maintenance environment

Skills/Knowledge/

Ability

Used to working with KPIs, reports, dashboards and data analysis

Good planning, organisational and analytical skills

Articulate and numerate with good verbal and written communication

Ability to interpret and manipulate data with accuracy and excellent attention to detail

Experience or broad understanding of technical aspects of buildings, repairs processes, building trades

Education/

**Qualifications**:
GCSE Maths & English

Educated to ‘A’ level or equivalent

Personal Qualities

Good interpersonal and communication skills to liaise with clients, senior management, staff, sub-contractors, official bodies, residents

Ability to remain calm under pressure

Ability to undertake a varied workload and to prioritise tasks where necessary

Ability to contribute positively as part of a highly customer-focused team

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