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Facilities Associate
4 months ago
**Your mission**:
The Facilities Associate is responsible for proactively supporting the Epson Corporate office at Hemel Hempstead & a number of small satellite UK and Ireland based offices, ensuring an excellent working environment for its employees and its activities.
Reporting into the Facilities Manager you will support the administration elements and duties of the Facilities team.
The position is based out of our Sales and Marketing Office in Hemel Hempstead, UK.
**What will you do**:
- Assist Facilities team with creating NTPOs via SAP, providing back up to other team members, accurate invoice & PO processing to ensure prompt payment for services procured
- Assist with the setup 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 Epson 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
- Support the business by ensuring local; proper document archive services are available to the business
- Administer the local Key Holders lists ensuring latest accurate data is available. Assist as applicable with the
- Premises Open & Closing programme, maintaining accurate records of procedures & issue logs
- Support maintenance of ISO 14001 and ISO 9001 certification and other environmental activities
**What we ask for**:
- Ability to work to agreed deadlines
- At least 2-3 years administrative experience, preferably in a Facilities (related) role
- Experience of working within a multinational company and understanding international business environment
- Some knowledge of Health & Safety legislation, procedures and working with them will be advantageous
- Previous experience of SAP / SAP BW highly desirable
- Good Microsoft Office skills, in particular Excel
- Excellent interpersonal and written & verbal communication skills
- Fluent in Local Language & English Language, written & spoken
- Driving License
- We are keen to hear from you even if you don’t match all listed requirements, but you identify with our brand and passion for innovation._
**What we offer**:
- In return, we offer a competitive salary, with access to a wide range of flexible benefits including a strong contributory pension plan, private healthcare, life cover, gym membership, an Employee Assistance Programme, employee discounts on Epson and Seiko products, and more._
- Epson also promotes hybrid working, with a minimum of 25 days holiday per year._
**_ Our heritage_**
- We aspire to be an indispensable company, trusted throughout the world for our commitment to openness, customer satisfaction and sustainability. We respect individuality while promoting teamwork, and we are committed to delivering unique value through innovative and creative solutions._
**_ Our commitment to the environment_**
- We all have a role to play in building a better future. For Epson, being a sustainable company means being mindful of every aspect of our organisation - from the smallest lightbulb to the largest factory. It fuels our innovation, drives our g
