Facilities Administrator

The Women’s Organisation is a social enterprise that has for over a quarter of a century been driving the transformation of the business support eco system, to effectively support women who are starting and growing their own businesses in the Northwest of England, wider UK and across the globe. We are continually developing an innovative portfolio of professional business advice, learning, seminars, workshops, accredited training, incubation, and consultancy services to help our clients meet their business ambitions in a rapidly changing world.

Our people are our greatest asset. We are expanding our diverse team of creative, ambitious, and talented people with a range of skills, knowledge, and aptitude to meet our clients’ needs, both culturally and commercially. Come and join a social business on a mission to build a more diverse, inclusive, and sustainable economy and world.

**Job Description.**

**Job Title**:Facilities Administrator

**Reporting to**:Head ofFacilities

**Salary Scale**:£21,000 to £26,000 (dependent on experience)

**Is this you?**
- Are you enthusiastic and friendly person who can build relationships and greet our customers every day and make them feel welcome?
- Are you able to communicate effectively, verbally and in writing, with people from all walks of life both face to face and over the phone?
- Are you good at multitasking and juggling several tasks on the go in a vibrant and active environment?
- Do you like being a part of event or conference organising, dealing with the logistics to make an event a success?
- Can you solve problems if they arise ad hoc, plan ahead and lead on fixing an issue relating to building / facility maintenance?
- Are you flexible at working regular evenings or occasional weekends?

**If the answer is yes, we may be a match.**

You will be the first person to greet our customer on reception while also answering the calls on a daily basis. You will be directing the customers where to go, advise on any general enquiries, and similarly answer, screen and forward any incoming calls.

54 St James Street is a business centre that offers numerous meeting and conference spaces, so you will prepare these rooms as per booking requirements the day before, make sure the facilitator of the booking is greeted on a day and looked after throughout the day. On some occasions, refreshments will need to be prepared prior to the start of the event and cleared promptly after the event.

Some of these events would require working regular evenings and occasional Saturdays or Sundays. These shifts are allocated well in advance and are shared evenly and fairly amongst all colleagues in the wider team.

**Key Aspects**

Undertake daily front of house meet and greet activities by directing building visitors where to go, answering general queries, and providing friendly and professional assistance to anyone enquiring.

Answer the phone calls, be able to screen and forward to relevant person or teams and take messages.

To contribute to effective record keeping and communication including management of diaries on outlook, database and booking systems.

Provide basic administrative support to ensure the smooth running of the office, by handling daily post, keep up with stationery orders, printing, and scanning.

Prepare meeting rooms, resources and refreshments for training, meeting, or other events.

Support the rest of Facilities Team is smooth running of the office by being familiar and confident with in house Health and Safety procedures, such as locking up and opening of the building, fire alarm test, etc.

To plan and book building engineers when issue arises, or keep track of planned preventative maintenance schedule; sometimes researching and getting different quotes for service provision will be required

To work in a flexible manner and approach as part of a team (including evening and weekends as needed).

This position requires full time work from the office at 54 St James Street so will entail complying with Covid-19 guidance of working safely in offices.

Person Specification.

**A Good Fit**

We are looking for a team member who shares our values, is technically proficient and experienced but also has the ambition to grow and develop with us on our journey.
- Possess excellent communication skills and phone manner.
- Any clerical, administrative, customer service or conferencing experience is desirable.
- Competent in a range of ICT skills especially Microsoft packages (outlook, excel), also video conferencing platforms such as Zoom and/or Teams.
- Ability to act on own initiative and have good problem-solving skills.
- Self-motivated with the ability to manage work aligned to multiple priorities in a fast-paced environment.
- Committed to the service delivery with discretion and tact, always maintaining confidentiality.
- Constructively and sensitively challenging in approach.
- Flexible to work regular evenings and occasional weekends.
- Willingness to learn