Facilities Administrator

7 days ago

Northampton, United Kingdom Wilson Browne Solicitors Full time

**Key Responsibilities**:
**To support the Operations Director in dealing with enquiries and requests relating to facilities management across the firm’s 6 offices**:
To support the Operations Director with facilities duties for the firm as follows:

- Ensuring the internal and external fabric of our buildings is maintained and serviced to a high standard in accordance with management contracts and agreed budgets liaising with the Operations Director Lead.
- Responding to any health and safety issues raised to aid in maintaining compliance, including that of third-party services providers and their maintenance records.
- Overseeing third party contractors at sites to ensure the correct standard of service is provided in accordance with the agreed contracts.
- Compiling and maintaining all required management information/records relating to company, health and safety and other related records for the location. This includes asset registers, emergency plans and all related records and management reports.
- Managing minor work programmes at sites, acting in support as the liaison point for all parties involved.
- Monitoring Facilities Management works at sites and liaise with service providers/sub-contractors and the Operations Director.
- Supporting in the provision of contact between maintenance contractors and onsite teams to co-ordinate the seamless booking of maintenance works and booking through approved portals/methods, record bookings in.
- Being the point of contact between the Operations Director and Cleaning Contractors to ensure the provision of our cleaning requirements runs smoothly and efficiently at the office locations.
- Overview of utility and other service usage to monitor expenditure and conduct annual review of suppliers/rates.

**Key Tasks**:

- Respond to enquiries relating to facilities management, to include: general and specific maintenance issues, ordering, contract management.
- Liaise with contractors and suppliers.
- Manage spreadsheets to monitor contracts and suppliers compliance.
- Liaise with Accounts Team for invoice payments / ordering.
- Assist with arrangements for office moves, general wear and tear management.

**Qualifications & experience**:

- Previous facilities administration experience essential; this includes management responsibility for contractors and management of service agreements as applicable experience preparing reports.
- Excellent customer service, interpersonal and communication skills.
- IT literate, including MS Word & Excel.
- Valid driving licence and own vehicle, as travel maybe a part of this role.

Experience of a professional services environment is desirable.

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