Facilities/helpdesk Administrator
2 weeks ago
Working as part of a small close-knit team the post holder will support the varied work of the Estates and Facilities department by providing a high-quality administrative service to those carrying out the work of the department. The post holder will specifically provide support in terms of administration, reception, service desk general cover, contributing to the overall smooth operation of the department and achieving the service levels provided to the wider University.
- Helpdesk Administration: Including - using facilities management system to process fault reports and related Work Orders, dealing with emergency fault reports on the phone and escalating as necessary, allocating tasks to operational teams, inputting and extracting data associated with Work Order processes and systems, preparing statistical data reports as required. Developing and maintaining positive relationships with all relevant stakeholders. Reporting to customers on the job progress and close out. Providing an effective response to customer queries and complaints. If unable to resolve at local level, the post holder will escalate to the relevant department Heads to ensure closure or further investigations to be carried out.
- Reception Duties: Including - greeting visitors and assisting with enquiries, administering processes relating to contractor site attendance, issuing ID passes, keys/swipe cards and parking permits as required.
- Operations Administration: Including - assisting with the preparation, storage and annual review of Health and Safety, Statutory, Mandatory and Legislative documentation, administering processes relating to ESTATES AND FACILITIES contract management, compliance regulation and waste management. Liaising with third party providers of services.
- HR Administration: Including - inputting of timesheet and payroll data, maintaining staff records such as annual leave calendars, attendance records, contact lists and organisational charts, coordinating induction processes and preparation of information packs for new staff.
- Business Support: Including - coordination of arrangements for departmental meetings (room and AV bookings, catering and refreshment orders etc.), assisting with gathering and preparation of content for departmental communications, keeping central departmental records including those stored in Sharepoint and Surreynet.
- Finance Support: Including - using University finance system to raise purchase orders and carry out associated tasks, processing purchase and sales invoices, processing new supplier documentation, assisting with finance related enquiries.
- Customer Service: Including - developing and maintaining effective working relationships with all customer groups, contractors and suppliers, being aware of and adhering to relevant departmental service level agreements. Being the single point of contact for all E&FM services, the post holder will be responsible for logging and closing of requests on the helpdesk software system (CAFM) submitted by staff and/oror send your CV to students, dealing with these in a professional and efficient manner.
Resourcing Group is acting as an Employment Business in relation to this vacancy.
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