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Facilities Administrator

4 months ago

Cambridge UK, Cambridgeshire, United Kingdom Bidwells Full time

Are you an experienced facilities administrator looking for your next career move?

If so, we’re looking for a Facilities Administrator to join our site-based team on the prestigious Cambridge Science Park

The successful applicant will join our Investment and Property Management team. The Investment & Property Management team undertakes the management of various commercial assets for a range of clients including Cambridge Colleges, Institutions, Property Companies and Family trusts. The Cambridge Science Park is an asset of Trinity College which is managed by Bidwells.

The Cambridge Science Park was established 52 years ago when Trinity College Cambridge embraced the concept that would change the hi-tech sector in Cambridge, the UK and beyond. Trinity owns the freehold of the Cambridge Science Park, which today comprises 150 acres, 1.7 million sq ft of high technology and laboratory buildings. It’s home to 7000 people at over 170 companies, ranging from exciting start-ups to some of the world's leading technology businesses.


Job Purpose

We’re looking for a proactive and knowledgeable Facilities Administrator to provide Facilities and Property support to tenants and occupiers on the Science Park.

No one day will be the same, so we’re looking for someone who is flexible and can handle an ever-changing workload and the successful applicant will also work closely with our in-house Investment and Property team here at Bidwells.


What you’ll be doing:

  • Input into service charge management and assist in the production of service charge budget and reconciliation packs to issue to the tenants.
  • Utilities – log monthly meter readings, update spreadsheet for Smartest Energy, change of tenancy.
  • Liaise with tenants regarding various matters as agreed with the facilities/ property manager.
  • Scheduling and booking inspections, preparation of documentation ahead of inspections by the facilities or property Manager
  • Assist with follow-up actions from the inspections, likely to relate to H&S issues and remedial works, as agreed with the facilities/ property manager.
  • Visits to properties to take meter readings, address issues, take photographs and other facilities associated work as agreed with the facilities and property manager.
  • Updating of property handbooks, photocopying/scanning/filing and other administrative tasks as appropriate.
  • Assist with helpdesk and raise actions within designated technology e.g. E-logbooks, as appropriate.
  • Support in contractor management including quotes and access.
  • Gain and maintain knowledge and understanding of building and estate activities across the Portfolio e.g. landlord works or projects, incoming/outgoing tenants through working closely with the facilities and property manager.
  • Support in the management of instructions, purchase orders, invoice approvals between client and IPM e.g. management meeting agendas, minutes, client trackers.
  • Assist in tenant engagement initiatives.
  • Produce monthly report from Property Management Database of Diary Events (RR, LExp, Breaks), analyse data and discuss with Asset Manager for next steps
  • Assist in Health & Safety data logging on the H&S management system/database and ensure any H&S documentation is saved and flagged if non compliant

About you:

  • Previous experience in a Facilities Coordination or Administration position
  • Strong IT skills with a minimum of intermediate level in MS Excel, Word, Outlook, PowerPoint, PDF editor
  • Aptitude to learn new technologies.
  • Ability to prioritise and deal with a varied workload and the competing demands of the team.
  • A self-starter with the ability to work on own initiative and a can-do approach to teamwork.
  • Pro-active & excellent problem-solving skills.
  • Excellent verbal and written communication skills with the ability to build relationships quickly with internal and external stakeholders.
  • Numerate with a high level of attention to detail.
  • Good team worker with excellent interpersonal skills
  • Enjoys a fast paced and teamwork environment

What's in it for you?

Competitive Salary: We recognise and reward talent with generous salary and group bonus scheme

Comprehensive Benefits: Including up to 8% matched pension, private medical, medicash plan, your birthday off work and lifestyle discounts and perks

Professional Development: Continuous learning, study support and promotion opportunities

Innovative Culture: Be part of a forward-thinking team at the forefront of industry trends

Family Friendly: We offer enhanced family leave policies to support individuals close to you

Bidwells is dedicated to fostering a truly inclusive culture of belonging, where everyone can thrive and succeed as their true and authentic selves at every level. We are committed to equal employment opportunity and positively encourage applications from all suitably qualified and eligible candidates regardless of race, sex, gender, gender identity or expression, disability, age, sexual orientation, transgender status, religion or belief. Flexible working requests are considered from day one.

Agencies: Bidwells does not accept unsolicited resumes and will not be responsible for related fees.