Office and Facilities Co-ordinator

6 months ago

Rugby, United Kingdom Alcohols Limited Full time

**No agencies please**

Alcohols Limited is a chemical distribution company which was formed in 1955 as a subsidiary of The Palmer Group. It is a private family company founded in 1805 which is still family owned today.

This role will be based at our new £22m facility in Rugby based at the Europark just off the A5 which has recently opened. (A5 Watling Street, Clifton upon Dunsmore, Rugby Warwickshire. CV23 0AJ)

**The Opportunity**

This role reports to the SHE(Safety, Health and Environmental) & Facilities Manager and provides day-to-day support for the office and site facilities including managing meeting rooms, ongoing cleaning and maintenance contracts and troubleshooting and resolving issues. Additionally this role will provide support for general SHE & IT projects and initiatives.

**What you will contribute**
- Follow the company initiatives for Safety, Health & Environment (SHE) (e.g. H&S Policy, Golden Rules) and exhibit SHE leadership through own behaviours.
- Responsible for the organisation of office and meeting rooms, including hot desk/room booking, meeting room configuration and general set up to ensure all requirements are met (e.g. IT/screen sharing/conference speakers etc).
- Carry out basic risk assessments and assist with contractors on site including sign in and induction and selected Permit-to-work writing
- Ensure the correct levels and appropriate control of stationery, office & facility consumables and general items e.g. water coolers, cutlery, PPE.
- Organising bookings of repairs/PPM’s for office facilities
- Organising filing of paperwork/ certificates for site compliance
- Lead catering support for meetings/office events and general business functions.
- Office Porterage including office moves/ furniture moves and deliveries.
- Logging & reporting technical faults in the office areas and arranging office equipment fixtures.
- Collate and upload Near Miss Reports/ Accident/ Incident Reports.
- Support the SHE & Facilities manager with general maintenance, hygiene housekeeping arrangements for the site offices
- Carry out periodic health and safety checks (spot audits) and office based audits (e.g. DSE).
- Build a close relationship with SHE & Facilities Manager & office staff as a strong support model.

**What you will bring**
- Demonstrable experience in roles where prioritising varied tasks, being well organised and able to assimilate new information is critical
- At least 5 GCSEs C+ grade including Maths and English.
- Experience of communication with external suppliers & internal stakeholders, working with contractors and permits to work
- Practical/proactive problem solver and flexible to support a dynamic, customer driven business.
- Tenacious, thorough, determined, energetic and driven with attention to detail
- Able to prioritise workload, be well organised and able to assimilate new information.
- People focused and approachable
- Ability to understand and carry out risk assessments (basic)
- Excellent written and verbal communication skills, providing both customers and internal stakeholders with clear concise information to provide positive and beneficial interaction.
- IT literate. Able to collate data from multiple sources into useable documentation
- Persuasive, goal orientated and able to follow specific processes and requirements
- Quality conscious and well organised, able to respond quickly to requests for information or support

**What we offer**
- Competitive salary plus benefits (pension, life insurance, private health care and critical illness insurance) plus 25 days holiday p.a. plus bank holidays
- 40 hours per week including a 30 minute paid lunch break

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