Facilities Administrator

5 months ago

Wembley, United Kingdom Cargiant Full time
North West London Commercial, East Lane Business Park, East Lane, Wembley, Middlesex, HA9 7NA SHARE:

The Facilities Administrator will be responsible for supporting Management in their daily duties, which will include the administration of front-line day to day operational and strategic Facilities, Estates and Project Management.

G eneral Duties/Responsibilities

General administration duties. Ensuring the successful delivery and record of work requests and site visits for the company, ensuring requirements are met and delivered on time, within cost, safely and to a high-quality using company systems, processes, and procedures. Management of the companys staff tracking and timekeeping system, ensuring timesheets are up to date and submitted within the required deadlines. Invoice reconciliation, tracking and processing. Administration of Facilities Management documentation and contracts. Maintaining the FM Team shared folder ensuring folders and documents are kept up to date. Organising training for learning & development requirements. Tracking and coordinating Health and Safety and work-related training as required. Ensuring the effective record of contractor attendance and contractor, third party and supplier vetting using company systems, processes, and procedures.  Management and implementation of team induction pack and programme for new starters. Management of the Team meeting calendar, ensuring attendance, agenda setting and minute taking. Desk planning and ordering office equipment as required. Sourcing and ordering work equipment and materials for the cleaning and maintenance teams as required. Performing general clerical duties to include, but not limited to, copying, mailing, scanning, laminating, and filing. Where applicable, answering telephones and transfer to appropriate staff members. Opening, sorting, recording, and distributing incoming correspondence, including emails Coordinating weekly team meetings and keep up to date with diary management Managing team details, i.e., daily attendance records, training records and holiday records. Produce monthly summary reports and flag any issues. Note taking in Facilities team meetings and sending out action reports Processing and managing purchase orders on behalf of the Management Team and allocating equipment Maintaining constructive relationships with a broad range of internal and external stakeholders. Reporting regularly to management and other internal stakeholders as required by management. Building effective professional relationships within the team. Ensure planned maintenance activities are completed on schedule and within budget, and that urgent repairs are completed within approved timescales. Supporting departmental financial processing and reporting. Assist in the development and implementation of a multi-site maintenance, inspection, risk management and repairs programme. Ensure effective communication with staff and contractors (including third parties and suppliers). Participate in developing and improving department standards, methods and processes that will improve yours and the companys performance and efficiency. Proactively participate in furthering your professional development, maintaining growth in professional skills and knowledge deemed essential to the role. Performing other related duties as required.

Essential

Person Specification

Experience in a similar role or possessing the required competencies. Highly motivated and driven to deliver and learn within the role, with the ability to work independently and as part of a team. Strong organisational skills. Computer literate - Microsoft and other relevant software packages. Excellent written, numeracy and verbal communication skills. Excellent client-facing and internal communication skills. Effective at planning, monitoring and reviewing. Self-starter with high degree of initiative, urgency, and follow through. Possess strengths in organisational, attention-to-detail, reasoning, critical thinking, and problem-solving skills. Ability to effectively work as part of a team and have a genuine desire to assist colleagues. Ability and the willing to participate in developing and improving department standards, methods and processes that will improve yours and the companys performance and efficiency.

Desirable

Professional development training within the relevant fields.

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