Facilities Administrator

This role involves a wide range of administrative and operational tasks to support our property and compliance functions. The ideal candidate will have a strong background in administration, excellent communication skills, and the ability to handle multiple tasks efficiently.

Day-to-day of the role:

• Property Helpdesk: Monitor and support the Facilities Helpdesk, ensuring timely closure of all actions and requests.
• Chase System: Manage daily administration to ensure all planned works are completed and orders are closed within SLAs.
• Duty of Care: Maintain due diligence records and manage both soft and hard copy filing systems.
• Signatories: Process necessary paperwork and liaise with the Secretariate team for contract sign-offs.
• Invoices: Handle all aspects of invoice processing, liaise with suppliers regarding queries, and maintain the invoice log system.
• Purchasing: Monitor stock levels and place orders for various supplies, ensuring adherence to approved suppliers and protocols.
• Utilities: Coordinate with regions to obtain monthly utility meter readings and handle contract documentation during renewals.
• Hospitality: Support room bookings and setups, especially for significant events like quarterly Council meetings.
• General Administration: Produce signage, create name badges and access cards, manage attendance sheets, and handle other administrative tasks as required.
• Travel and Meetings: Arrange travel and meetings for the Compliance and Facilities teams, including taking and distributing notes at team meetings.
• Support Functions: Provide administrative support to HQ and Regional Coordinators and cover for the Property and Compliance functions as needed.

Required Skills & Qualifications:

• Proven customer service and administration experience.
• Highly organised with excellent filing and housekeeping skills.
• Proficient in Microsoft Office and skilled in data input.
• Good communication skills, both oral and written.
• Ability to handle physical tasks involved in meeting room preparations.
• Knowledge of health and safety and compliance requirements.
• Ability to work independently and as part of a team, with a proactive approach to problem-solving.