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Facilities and Office Coordinator

2 months ago

Marlow, United Kingdom Whistl Full time

Job Summary:

We are seeking a highly organized and detail-oriented Facilities and Office Administrator to join our team at Whistl. As a key member of our facilities management team, you will be responsible for ensuring the smooth operation of our office facilities, providing administrative support, and maintaining a safe and comfortable working environment for our employees and visitors.

Key Responsibilities:

  • Facilities Management:
    • Oversee the day-to-day operations of our office facilities, including maintenance, repairs, and upgrades.
    • Manage office supply inventory, including ordering consumables as required.
    • Raise and issue property and facilities purchase orders.
    • Monitor and manage office facilities, including HVAC systems, lighting, plumbing, and security systems.
  • Administrative Support:
    • Provide administrative support to the Regional Facilities Managers, including audit documentation and internal and external audit processes.
    • Communicate with the office-based team via informative emails to circulate notifications in line with company communications policies.
    • Coordinate monthly reports and quarterly meetings with key suppliers for ongoing performance updates.
  • Document Management:
    • Manage files within Whistl shared online platforms and streamline the process, including property and audit documents.
    • Prepare and maintain accurate records and documentation related to facility operations and audits.
  • Other Responsibilities:
    • Act in a professional and courteous manner when dealing with both internal and external customers.
    • Have good communication skills (both verbal and written) and work in accordance with all the organization's policies and procedures.
    • Have a good understanding and experience using the Microsoft Office suite.

Requirements:

  • Facilities management experience, ideally in a logistics or industrial environment.
  • Experience in planning and scheduling works.
  • Meticulous in document management and supporting documents within shared platforms.

What We Offer:

  • Annual leave enhanced with long service.
  • Access to our prestige benefits and rewards portal.
  • Long service rewards, both financial and leave-based.
  • Health cash plan.
  • Life assurance scheme.
  • Career development opportunities.
  • Access to a well-established Employee Assistance Programme provider.