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- Tasks: Join our team as a Facilities Administrator, managing requests and ensuring smooth operations.
- Company: Work with a world-leading entertainment conglomerate in a dynamic studio environment.
- Benefits: Enjoy a competitive pay rate and the potential for permanent employment after 3 months.
- Why this job: Be part of a fast-paced team, enhancing your skills while ensuring a top-notch experience for all.
- Qualifications: GCSEs in Math and English, strong communication skills, and a full UK driving license required.
- Other info: Flexible shifts and a vibrant workplace culture await you!
- Client: world-leading entertainment conglomerate
- Duration: 3 months with a possibility to go permanent
- 40 hour work week with a rotating shift pattern
- Pay rate: 117.53 GBP PAYE or equivalent in Umbrella (Inside IR35)
- Location: Leavesden
Primary Purpose of the Role :
The Facilities Administrators role is a split role between three members of staff covering the Facilities offices Monday – Friday 7am to 7pm on a rotating shift pattern.
Each Administrator will be responsible for receiving requests from tenants and colleagues, collating planned preventative maintenance works (PPM’s) and monitoring all Facilities systems and processes. The information is then recorded on the Facilities Management software and works are then issued to the in-house Facilities technicians as well as third part contractors responsible for maintaining the site. The ebb and flow of the day is varied in nature with constant activity such as: Clients requesting permits, request for information, organizing and instructing work with quick turn arounds, being the central point for queries and resolutions.
The Administrators along with all other supporting members of the Facilities team are responsible for ensuring building/grounds compliance in-line with current UK legislation, follow the WBSL values, maintaining and ensuring all tenants and Staff based at WBSL receive a first-rate experience whilst working at the Studios.
The Facilities Administrator also have a key role in coordinating a range of administrative functions.
Essential Job Functions
- Always conduct oneself to a high professional standard in all customers facing environments, must be customer-centric
- Reporting to the Facility coordinator all building matters daily.
- Responding to all help desk requests over email, telephone and radio, all media platforms available.
- Inputting all jobs onto the CAFM system, including updates and closeouts once completed.
- Allocating daily jobs to the maintenance team and third-party contractors.
- Weekend work allocation for the in-house maintenance technicians and third part contractors.
- Arranging out of hours electrical cover for productions
- Fuel management
- Contractor bookings to ensure building compliance
- Contractor booking in the WBSL security access system
- Contractor inductions and NDA agreement checks
- Contractor Health and Safety document checks.
- Booking building access with tenants if required.
- Arranging emergency callouts.
- Permit issuing/Coordinating of below permits (not an exclusive list).
Hot works
Roof works
Ground-breaking
COLO room access
electrical isolations
Stage isolation
- Building Management System (BMS) daily changes and checks to the heating and ventilation systems for the Tour and Productions.
- Low level BMS integration/investigation to resolve issues
- Inputting manual meter readings on a weekly basis into the BMS.
- Building Management System (BMS) reporting of site wide meters to enable weekly billing.
- Stock deliveries.
- Facilities vehicle fleet maintenance and compliance
- Building fire alarm monitoring / isolations / reenabling's (daily)
- Management of fire alarm system during activations
- Recharge documents for the Sales and Bookings team
- Stage and workshop checkout forms
- Inhouse PPM report inputting
- PPE ordering
- Reviewing on various platforms daily Duty Manager and security reports for outstanding works..
- Insurance RED TAG requests every week to enable weekly sprinkler tests
- Waste reports and delivery slips
- Staff overtime tracking for HR
- General admin and office duties
- Always conduct oneself to a high professional standard in all customers facing environments, must be customer-centric and follow WBSL values.
- Carry out general administration and office tasks thus upkeep all relevant documents ready and available.
- The above is not exclusive to all tasks as this is a fast-paced changing environment.
Skills Required
- The Facilities Administrator should have an understanding of the methods of operation within a maintenance environment (on-the job training given)
- Able to work unsupervised and keep to deadlines.
- Understand the requirement for a quick turnaround without compromising standards.
- Good communication and interpersonal skills, comfortable working in cross-functional teams.
- Strong organisational skills.
- Ability to work proactively in a fast-paced office environment.
- Customer service experience.
- Preferable but not essential skill set, Experience of working with technical or building maintenance software applications or similar.
- Experience of filing both hard and soft copy records and information in an effective manner for fast and efficient retrieval.
- Good communication skills.
- Ability to give clear and concise instructions, via all media platforms
- Good research skills and the ability to draw information from various sources.
- Responsible and reliable
- A positive and patient attitude.
- Self-motivated, enthusiastic, and capable of working on own initiative.
- Ability to multitask and prioritize
- Able to interact with all levels of employees, colleagues, and contractors
- Ability to work under pressure and meet deadlines
- Must hold a full UK driving license.
Education/Qualifications
Excellent computer skills, specifically intermediate level of Microsoft Windows operating system, and Microsoft Word, Excel and Outlook.
GCSE grade 4 or C in Math and English
Facilities Administrator employer: Allegis Global Solutions
Contact Detail:
Allegis Global Solutions Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Administrator
✨Tip Number 1
Familiarize yourself with Facilities Management software, as this role heavily relies on it. Understanding how to input and track jobs efficiently will give you a significant advantage during the interview.
✨Tip Number 2
Highlight any previous customer service experience you have. This role is customer-centric, so demonstrating your ability to handle queries and provide excellent service will set you apart.
✨Tip Number 3
Showcase your organizational skills by preparing examples of how you've managed multiple tasks or projects simultaneously in past roles. This will illustrate your ability to thrive in a fast-paced environment.
✨Tip Number 4
Be ready to discuss your communication skills. Since you'll be interacting with various teams and contractors, being able to convey information clearly and effectively is crucial for success in this position.
We think you need these skills to ace Facilities Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in facilities management or administrative roles. Emphasize skills like customer service, organization, and communication, which are crucial for the Facilities Administrator position.
Craft a Strong Cover Letter: Write a cover letter that showcases your understanding of the role and the company. Mention specific examples from your past experiences that demonstrate your ability to handle the responsibilities outlined in the job description.
Highlight Relevant Skills: In your application, clearly outline your skills related to maintenance environments, software applications, and customer service. Use keywords from the job description to ensure your application stands out.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism.
How to prepare for a job interview at Allegis Global Solutions
✨Show Your Customer-Centric Attitude
Since the role emphasizes a high professional standard in customer-facing environments, be prepared to share examples of how you've successfully handled customer requests or resolved issues in the past. Highlight your ability to maintain a positive attitude even under pressure.
✨Demonstrate Strong Organizational Skills
The Facilities Administrator position requires excellent organizational abilities. Discuss your experience with managing multiple tasks simultaneously and how you prioritize them effectively. Mention any tools or methods you use to stay organized.
✨Familiarize Yourself with Facilities Management Software
While on-the-job training will be provided, having a basic understanding of facilities management software can set you apart. If you have experience with similar applications, be sure to mention it during the interview.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving skills in real-time scenarios. Think about situations where you had to respond quickly to requests or manage unexpected challenges, and be ready to explain your thought process and actions.
