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Facilities Assistant

8 months ago

Reading, United Kingdom Porsche Cars GB Ltd Full time

**About Us**:
We are Porsche. We are home to what is, in the extraordinary scale of the automotive world, a small family of passionate enthusiasts - established in 1948 and run in Stuttgart to this day by the same family that bears the company name.

In the UK, we are trusted to represent and care for some of the most exciting, fastest, most advanced and beautiful cars ever created. We work with incredible and often inspiring customers who rightly expect our performance and ambition to match that of our cars.

Being relatively small means we are agile - an environment in which creativity thrives. It also means every one of us makes a difference. When it comes to creating our cars, we sweat the small stuff and we truly care about every part of our business - whether on the road, competing on the track or in styling and dynamics. We are aiming to establish the benchmark in an industry in which the bar is set very high.

**Job Purpose**:
With the above in mind, we're looking for a Facilities Assistant to join our team. This role is Part Time, ideally working 4 days per week, providing administrative support to the Facilities team, liaise with contractors who look after our buildings and help to deal with facilities issues as and when they arise.
- You would be required to support Porsche Cars Great Britain and Porsche Retail Group businesses, across circa 12 locations, although you would predominantly be based at our Head Office in Reading.

**Core Responsibilities**:

- Purchase requisition & Invoice processing
- Action requests from team colleagues to raise purchase requisitions in either Porsche Cars Great Britain or Porsche Retail Group’s finance systems. These should be done in a timely manner.
- Proactively raise any queries with the relevant colleague to ensure the requisitions are raised accurately, without unnecessary delay.
- Process all invoices for the Facilities department, allocating them to the relevant Facilities colleague for approval, making sure the invoice provides all the necessary detail to correctly match with a purchasing order.
- Liaise with Purchasing and Finance teams to help resolve any issues relating to requisitions or invoices.
- Liaise with suppliers, in particular to ensure correctly detailed quotations or invoices are submitted, to minimise the risk of any delay in purchase orders being issued or invoices being approved.
- Liaise with Finance and relevant Facilities colleagues to ensure Pre-payment forms or Invoice/Credit Request forms are completed when required.

New supplier processing:

- For potential new suppliers, provide all the necessary forms to the supplier for completion.
- Complete the Porsche parts of the forms, liaising with the relevant Facilities colleague as required.
- Carry out supplier credit checks and internal due diligence checks as required.
- Ensure all internal processes are followed to minimise the delay in any new supplier being approved and added to the finance system.
- Maintain supplier records on the FM Database, liaising with the relevant Facilities colleague in ensuring the information is added correctly and in a timely manner. This includes adding new supplier records, as well as reviewing and archiving existing records as required.
- Periodically check supplier folders held on the department’s network drives for accuracy and relevance. Specifically making sure all suppliers’ documents are filed correctly and archiving of records is carried out.

Facilities tasks:

- Updating the workplace tracker, liaising with colleagues as required.
- Carry out meeting room checks and building walkarounds to maintain standards.
- Booking contractors including maintenance visits and emergency call outs.
- On-site liaison with visiting suppliers/technicians - meet and greet; escort to work location; sign off job sheets.
- Handling cold call telephone enquiries from supplier companies.
- Raising cheque requests and handling associated payment queries.

**Requirements**:

- Excellent attention to detail.
- Self-starter, with a positive outlook and approachable personality.
- Proficient in Microsoft Office.
- Ideally experience in finance administration.
- Previous experience using SAP systems an advantage.

**Benefits**

We are looking for the very best and brightest to join our family of proud, passionate enthusiasts at Porsche Cars GB for what promises to be an incredible journey as we respect our history and embrace our future.