Facilities Contract Administrator

6 days ago

Newport, United Kingdom Grosvenor UK Full time


Job Title: Facilities Contract Administrator


Location: Remote (Based in Central South of England & Isle of Wight)


Grosvenor Services

In line with section 8 of the asylum and immigration act 1996 no individual will be employed by Grosvenor Services unless they can provide original documents that prove their nationality and eligibility to work in the UK this applies to all job applicants.


Please note all successful applicants will have access to their own employee portal to view and print their payslips as we follow a "paperless" policy within our company.

Grosvenor Services is an Equal Opportunities Employer

 

Grosvenor Security

In line with section 8 of the asylum and immigration act 1996 no individual will be employed by Grosvenor Security unless they can provide original documents that prove their nationality and eligibility to work in the UK this applies to all job applicants.


Please note all successful applicants will have access to their own employee portal to view and print their payslips as we follow a "paperless" policy within our company.

Grosvenor Security is an Equal Opportunities Employer


Overview:


We are looking for a Facilities Admin Assistant to join our Hard Services team on a part-time and flexible basis. This is a remote position, but the successful candidate should be based in central Southern England or the Isle of Wight. Working hours may increase over time with the acquisition of new contracts.

In this position, you will perform a range of administrative duties to support the facilities management team. You will manage spreadsheets, follow up with contractors, handle data cleansing, and ensure that all processes are running smoothly. Strong communication skills are required as you will interact with both internal teams and external contractors. Occasional travel may be necessary within the region.


Key Responsibilities:


  • Data Management: Maintain and update spreadsheets and databases, ensuring accuracy and completeness.
  • Work in Progress (WIP) Maintenance: Track ongoing projects and ensure that all data is up-to-date.
  • Process Support: Assist in processing Planned Preventative Maintenance (PPM) tasks, reactive works, and additional jobs, including quotations, purchase orders (POs), and invoicing.
  • General Administration: Handle typing, scanning, filing, and travel planning for the team.
  • Coordination: Follow up with subcontractors and suppliers to ensure timely submission of reports, invoices, and other documentation.
  • IT Systems: Learn and adapt to new IT systems as required to support the team's operations.
  • Ad Hoc Tasks: Carry out any additional tasks as assigned by the Head of Hard Services.

Qualifications & Experience:


  • IT Skills: Proficiency in Microsoft Word, Excel, and PowerPoint is essential.
  • CAFM Systems: Experience with Computer-Aided Facility Management (CAFM) systems is an advantage but not required.
  • Willingness to Learn: The role will require learning about facilities management systems, such as fire alarms, air handling units, cooling towers, lifts, and other building systems.

Key Competencies:


  • Communication: You must be able to effectively communicate with internal teams and external stakeholders, including contractors and suppliers.
  • Attention to Detail: Accuracy in data management and administrative tasks is crucial.
  • Flexibility: As this is a part-time role with the potential to increase hours, you must be adaptable and open to taking on additional tasks as needed.
  • Teamwork: You should be able to work well with colleagues and contribute to overall team objectives.

Health, Safety, Environmental & Quality (HSEQ) Responsibilities:


We are committed to maintaining a safe working environment for all employees. You will be expected to adhere to our HSEQ policies and procedures and contribute to a culture of safety in all aspects of your work.


Working Conditions:


  • Location: Remote work with occasional travel within central Southern England, including the Isle of Wight.
  • Hours: Part-time, with flexibility to increase hours as new contracts are secured.




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