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Administrative Support Specialist for Facilities
2 months ago
Position: Facilities Administrator
Company: Integral UK Ltd
PRIMARY OBJECTIVE:
The individual in this role will support the management of the Computer-Aided Facilities Management (CAFM) system and provide administrative assistance to the management teams. This includes ensuring adherence to contractual obligations and addressing service disruptions effectively.
ROLE DIMENSIONS:
To deliver prompt and efficient services as an essential member of the facilities team.
REQUIRED KNOWLEDGE, SKILLS, AND EXPERIENCE:
A comprehension of helpdesk operations, with the ability to follow directives while also exercising independent judgment when necessary. Essential skills include: strong communication abilities, a professional telephone demeanor, basic knowledge of databases, proficiency in word processing and internet navigation, and a flexible approach to work hours and commitments. The candidate must be eager to understand contract service standards, payment processes, and develop familiarity with the client and associated entities to aid the broader team in fulfilling contractual responsibilities.
KEY RESPONSIBILITIES:
- Manage the CAFM system by logging reactive and planned maintenance requests, communicating with responsible parties, and keeping clients informed as needed.
- Maintain a comprehensive audit trail in the CAFM system from the initiation to the resolution of events.
- Ensure timely completion of all statutory and compliance Planned Preventative Maintenance (PPM) tasks, uploading documentation to the Facilities Management portal for audit purposes.
- Collaborate with the Engineering Supervisor to schedule subcontractor services in advance, ensuring compliance with contract requirements.
- Handle Requests for Information promptly and efficiently.
- Oversee the extension of time process, ensuring client approvals are documented accurately.
- Analyze and interpret data to meet the needs of management and clients.
- Assist in the creation of the weekly newsletter.
- Coordinate bookings for maintenance work with relevant buildings through calendar invitations, providing up-to-date information on risks and impacts.
- Adhere to safe working practices, ensuring compliance with Health and Safety regulations, COSHH, waste management, and other legislative requirements.
- Document and report all accidents and incidents as necessary.
- Contribute to the effective operation of the Facilities Management department.
- Maintain awareness of site policies, procedures, and objectives related to the administration and helpdesk services.
- Provide clerical and administrative support to the management team, including tasks such as word processing, filing, reception duties, and general office responsibilities.
- Perform any additional duties assigned by the management team related to operational needs.
- Assist with monthly invoicing, engineer time tracking, and end-of-month billing tasks.
- Conduct contractor vetting to ensure proper setup and processing.
- Generate and issue purchase orders for reactive and planned maintenance work.
- Conduct inventory checks for the engineers' supplies, ensuring all items are current.
- Prepare information for the monthly client audit, ensuring all actions are completed.
PERSONAL AND PROFESSIONAL DEVELOPMENT:
Engage actively in personal development initiatives.
HEALTH & SAFETY COMMITMENT:
It is the responsibility of the individual to comply with all relevant health and safety legislation and company policies, attending all required training sessions to meet statutory and mandatory obligations.
