Building Service Administrator Fixed Term

3 months ago

Hatfield, United Kingdom Ocado Group Full time

**Ocado Group is an equal opportunities employer and as such makes every effort to ensure that all potential employees are treated fairly and equally, regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age, disability or union membership status.**

We have an exciting opportunity for an Administrator to join the Building Services team on a Full Time basis. As a Building Services Administrator your role will be vital in ensuring that all employees and visitors are well looked after and are continuously upholding the highest standard. You will work closely with the Reception Team, Post Room & Goods in Assistants, Replenishment Assistants In order to ensure smooth day to day operations and running of Ocado Head Office.

**What will you be doing?**
- Responsible for the departmental scanning of documents for archive
- Responsible for the correct coding of Building Services invoices ensuring they are coded to the correct budget line.
- Responsible for keeping accurate logs of all departmental spends vs budget for all UK Group Offices.
- Tasked with raising purchase orders for the department all UK Group Offices of any value providing them with accurate descriptions often approved at Board level.
- Logging of maintenance calls for all UK Group Offices, as well as assigning jobs to relevant people.
- Provide cover for other departmental areas as required (Reception, Goods In, Replenishment)
- Processing leavers for specific sites/car park data log sheets and other various software
- Preparing reports and documentation as required
- Updating department filing and managing key logs
- Placing online food orders for specific sites
- Logging and reporting Ocado bicycle defects while keeping an overview on the maintenance of the entire Ocado fleet
- Ensuring battery and toner recycling carried out/shredder visits take place
- Being a collaborator and able to work with or provide advice to Ocado's international colleagues on supply chains.
- Coordinate the induction and on-boarding of new staff and contractors, including managed services staff.
- Working with other departments to "fault find" issues with their procurement systems
- Assist in the smooth operation of the Ocado Foundation including assisting with promotional materials
- Assist HR with the distribution of anniversary rewards company wide.
- Design and preparation of Promotional Services, marketing, and information materials for internal communications department, including but not limited to posters, handouts, user guides etc
- Ownership and management of all stationery ordering, authorisations and price matching
- Managing the Building Services contract list including Evac chair servicing, Billitaps etc
- Providing full support to Building Services Contract Managers e.g furniture orders/move matrix
- Responsible for carrying out the cash handling and banking for all sites with the use of secure cash in transit services
- Responsible for effectively communicating both orally and electronically with colleagues, customers (Ocado staff) and management from other suppliers and contractors.
- Assistance with all projects, as well as overseeing minor projects assigned by Building Services Contract Managers
- Health and Safety/fire warden & First Aid management
- Produces business cards for all staff requiring them in UK Group Offices.
- Providing full support to all members of the department
- Oversees the ordering and implementation of COVID provisions through the replenishment team.
- Integral for the distribution of fire warden and first aider notices and provisions.

**About you**
- Happy to be office based 5 days a week 8AM - 5PM
- Creative problem solver
- Good working knowledge of all applicable IT systems
- Strong communication skills
- Keep Building Services and team updated on progress of various work streams

**What we offer you**
Our employee benefits are designed for you, we care about people and we've ensured we have a wealth of benefits that focus on your well-being. We regularly review our benefits to ensure we are supporting our employees appropriately.
30 days 'working from anywhere in the world' policy
Wellbeing support through dedicated apps and an Employee Assistance Programme
25 days annual leave, rising to 27 days after 5 years service (plus optional holiday purchase)
Pension scheme (various options available including employer contribution matching up to 7%)
Generous Private Medical Insurance (within the first month of joining)
Income Protection (can be up to 50% of salary for 3 years) and Life Assurance (3 x annual salary)
22 weeks paid maternity leave and 6 weeks paid paternity leave (once relevant service requirements complete)
Train Ticket loan (interest-free)
Cycle to Work Scheme
Free shuttle bus to and from Hatfield Train Station to the Hatfield offices
Free shuttle bus to and from Welwyn Garden City Train Station to the Welwyn Garden City offices
Opportunity to participate in Sharesave and Buy as You Earn share schemes

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