Administrator

3 weeks ago

Borehamwood, United Kingdom Safestore Ltd Full time

The Facilities Administrator is the first point of contact for all property related requests across the European Estate as well as helping with our UK estate. They are key to supporting our store operations colleagues with anything that may get in the way of their focus on sales and service. **Must be fluent in French and English**

The Facilities Administrator receives requests from local stakeholders and will then analyse and either resolve (remotely) or escalate to their Facilities Management colleagues or to an external contractor. They will log all requests onto the Safestore Computer aided facilities management **(CAFM)** software and provide the requester with a unique call reference number. The Facilities Administrator will track all requests from initial contact through to resolution.

This role must liaise with all Head Office Departments, stores, and contractors to ensure the smooth and effective operation of the business, it is based in our North London Head Office.

**Key Accountabilities**
- Allocate work orders to in house engineers or third-party supply chain
- Track job progress against pre-determined KPI’s including maximum allowable response and rectification times and implementing escalation procedures
- Report back to internal stakeholders and store colleagues on job progress and close out
- Upload and amend asset information as held in the helpdesk database
- Update asset history with works record sheets
- Produce ad-hoc reports for the Facilities Manager
- Vet orders from stores and control expenditure
- Take **ownership of Reactive Maintenance **jobs thus ensuring that all tasks are completed in line with the service requirements. This will involve the following but not limited to:

- Liaison and follow up with **third party contractor** whilst they are attending the job and upon completion
- **Advising requester**(s) on actions undertaken and expected timescales completion
- Reviewing CAFM for out-of-hours jobs and assigning to contractors via the CAFM portal, including loading estimates, requesting further visits and/or following-up
- Closing completed jobs and uploading the job sheet onto the portal o Raising reactive work orders as and when required
- Ensuring stores correctly raise an **incident report** when property has been damaged
- Ensuring tasks are completed in line with the** Reactive Maintenance SLA’s/KPI’s**:

- Checking and filing completed engineer/service reports o Monitoring the CAFM helpdesk portal ensuring all requests have been input correctly and actioned. If applicable liaise with requestor to ensure accuracy of information
- Maintaining a database of current specialist sub-contractors

**Experience & skills required**
- Fluency in **French and English is essential**:

- Strong **customer service** and communication skills
- Highly **organised** and able to prioritise effectively to manage a busy workload
- High **attention to detail **and accountability
- An understanding of Facilities Management would be beneficial
- Be proactive and a **problem solver**:

- Ability to use assertiveness with colleagues and users appropriately
- Can work alone to get results in an effective way
- Proficient with MS Office tools (Word, Excel PowerPoint, and Outlook)

**What we will offer you**:

- **25 days** paid holiday per year (not including bank holidays)
- Annual bonus
- Enhanced parental leave
- Pension scheme
- **Healthcare** Cash plan for all colleagues
- Wellbeing initiatives such as **discounted **gym membership and a cycle to work scheme
- **Sharesave Scheme** with huge success historically for our colleagues
- Colleague and family discounts on Safestore products and services
- Employee Assistance Programme

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