Facilities Assistant

Business Unit:
Cubic Transportation Systems

Company Details:
When you join Cubic, you become part of a company that creates and delivers technology solutions in transportation to make people’s lives easier by simplifying their daily journeys, and defense capabilities to help promote mission success and safety for those who serve their nation. Led by our talented teams around the world, Cubic is committed to solving global issues through innovation and service to our customers and partners.

Job Details:
JOB SUMMARY

To maintain the efficient administration of all aspects of Company Facilities, including scheduling work for the Facilities Department.

KEY DUTIES AND RESPONSIBILITIES (May be required to perform additional duties):

- To support the Head of Facilities in all aspects of Facilities Management across the Cubic estate.
- To Control the Facilities Helpdesk, allocating and co-ordinating tasks through to resolution. Assist in any process to improve the operation of Helpdesk Management.
- Day to day co-ordination of M&E Maintenance Contractors in conjunction with the Head of Facilities, to include; making sure calls are logged, chasing progress, attending monthly progress meetings, raising orders and confirming invoicing for payment.
- General administration duties for the team, including but not limited to work scheduling, coordinating office moves, general correspondence, site and domestic property management, invoicing, general typing, filing and photocopying
- Maintain a comprehensive database of Facilities service, maintenance and waste records to ensure legal compliance.
- Assist with and attend internal/external audits using information stored in the Facilities database.
- Process facilities invoices, to include administering charge codes, maintaining records of department spend and resolving any invoicing problems with the accounts team and/or suppliers.
- Ensure tea/coffee supplies are maintained at a suitable level in staff kitchens
- Maintain a stationery store. Place requisitions for stationery items and printing material, maintaining stock of toners for copiers and printers etc.
- To provide reception cover during periods of staff shortage and department meetings to include post where required.
- Work with other members of the Facilities team to ensure quality, continuity, improvement and ensuring service levels are maintained.
- Where necessary, embrace Personal Development to learn new skills to meet challenges.
- Comply with Cubic’s Quality Management System.
- Comply with Cubic Occupational Health, Safety and Environment policies and procedures.
- Comply with security in accordance with established policies and procedures of the organisation.
- Other duties as requested
- Comply with Cubic’s values and adherence to all company policy and procedures. In particular comply with the code of conduct, quality, security and occupational health, safety and environmental policies and procedures.
- In addition to the duties and responsibilities listed, the job holder is required to perform other duties assigned by their manager from time-to-time, as may be reasonably required of them.

KEY REQUIREMENTS (Skills, knowledge, qualifications and experience)

Essential:

- Minimum of 5 GCSE’s grades A-C or equivalent
- Competent user of Microsoft Excel, Word and Outlook

Desirable:

- Administrative or secretarial qualifications
- Experience within a Facilities Management environment

Worker Type:
Employee