Facilities Administrator

2 weeks ago

Liverpool, United Kingdom Salisbury Group Full time

**About The Role**:
**Salisbury Group has an exciting opportunity for a Facilities Administrator to join in Liverpool, for our client who works in TV production.**

**The purpose of the Facilities Administrator is to provide comprehensive administrative support and coordination to support the QVC contract, ensuring consistent and proactive support to the contract delivery teams.**

**This is a Hybrid home working role however you will need to work in our clients facility a couple of days a week.**

This hybrid role will assist in effective delivery of site-based FM operations and to provide cover for remote sites under the same client. To deliver the standards expected by Salisbury and our client, ensuring that all work is carried out safely and in accordance with the company standards and procedures.

Oversee the daily building operations. Includes M&E asset management, pre-planned and reactive maintenance in QVC Knowsley and supporting the London site when required. Assisting site-based engineers, sub-contractors and front of house. Duties could include room set ups and porterage when required to do so by the client. Assist in the management of FM service lines, including internal mobile contractors, external subcontractors and trade suppliers for all hard services on site.

A flexible approach with statistical, computer and administrative skills is required.

Principle

**Responsibilities**:

- Coordinate the work flow for all client and internal requests, to ensure effective completion of work in accordance with SLAs;
- Liaise with customers and operational delivery teams to arrange all sub-contractor reactive maintenance visits and manage

end to end;
- Liaise with customers and operational delivery teams to arrange all sub-contractor service visits as per the PPM regime;
- Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client,

providing an internal audit trail;
- Obtain and upload all relevant Sub-Contractor compliance documentation and PPM paperwork against work orders and

ensure the CAFM system is populated with ‘in date’ service records/sheets;
- Review sub-contractor service records/sheets and raise ‘follow on’ work orders where required, assigning to the correct

resource and priority;
- Support operational delivery teams and work closely with the Scheduling team to ensure all works are managed by the

appropriate party;
- Maintain effective relationships with sub-contractors, ensuring work is delivered on time and to a consistently high

standard, escalating and/or reporting information to the operational and procurement teams as required;
- Utilise the CAFM quotation module, liaising with the operations/delivery teams, in order to build estimates/quotations,

issuing to the relevant party and managing approvals;
- Management of all chargeable Minor Works Requests, including purchasing operations;
- Raising and issuing purchase orders in line with internal governance process, updating CAFM work logs and filing all
- purchase orders against work orders as per company procedures;
- Ensure all deliveries are scheduled and all documentation (goods receipts) is filed appropriately within the CAFM system;
- Validate and receipt associated invoices against committed costs, in order to assist with Budgetary Control, escalating and

resolving issues quickly.

Stock control/replenishment.
- Programming and issuing access control fobs/passes and maintaining records.
- Support with meeting room and desk bookings via the client’s RBS.
- Set-up and clear down of meeting rooms in line with scheduled meetings
- Support with any other tasks in line with the contract as requested by the Contract or Account Manager.

Customer Satisfaction
- Ensure a truly customer focused culture, developing excellent relationships and effective client and team relationships
- through good communication, taking ownership, delivering our commitments and working together.
- Support in creating a culture of excellence based on continuous improvement and productivity through coloration with the

on-site team and wider contract support functions to deliver expected levels of performance to continuously enhance our

customer’s experience

H&S and compliance
- Comply with all relevant Health & Safety Rules & Regulations.
- Maintain on-site folders to ensure compliance for all service streams.
- Deliver engineers and contractor inductions before the start of any works on site.
- Complete Risk Assessments where activity requires.
- Issue site permits (SOSD) in line with RAMs where required to be issued and co-ordinate with the landlord if required.

**About You**:
**Minimum Qualifications, Certifications and Training required**
- GSCE in English and Maths or Equivalent

**Essential Knowledge, Skills and Experience for this role**
- Good written and spoken English and a good level of numeracy ü
- Knowledge of Maximo or other CAFM systems is an advantage but not essenti

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