We are seeking a full-time, flexible and organised Facilities Administrator to support our Facilities Team across the Group.
What does this role involve?
The role will provide essential administrative support to the facilities function, helping to ensure that our buildings, facilities and associated processes remain compliant, well managed and operating effectively. This role will require travel to our different Kinbrook locations across the Group as and when required.
Teamwork
You will work collaboratively with team members and the wider Facilities Team, providing flexible and proactive support across the Group’s locations.
You will build strong working relationships, communicate effectively and contribute to a positive team environment, ensuring facilities and property requirements are managed efficiently and effectively.
You will provide a great customer service experience offering friendly, efficient, professional and responsive support. You will work closely with team members, contractors and suppliers to obtain information and documentation required for facilities compliance.
Skills and experience
We encourage candidates of all backgrounds and capabilities to apply, although it’s essential that your values and experience align with this role’s key responsibilities. To be successful, you will:
- Act as first point of contact for facilities and property-related enquiries, delivering excellent customer service and liaising with team members and contractors.
- Administer the job ticket system, ensuring all requests are accurately recorded, prioritised and actioned in accordance with service levels.
- Arrange reactive and planned maintenance visits/servicing, and liaise with contractors and sites.
- Maintain accurate facilities and property records including health and safety documentation, compliance certificates, asset registers, site plans and contractor information.
- Provide administrative support to the Facilities Assistant Manager and Head of Group Property and Facilities as required.
- Support the Facilities and Property team, including maintenance operatives, in all administrative, day-to-day operational matters, working collaboratively with team members across the portfolio.
- Arrange meetings, take minutes, attend site visits as appropriate whilst note-taking and provide general admin support.
What we are looking for
- Strong IT skills with a working knowledge of Microsoft Office.
- Effective organisation and communication skills, both verbal and written.
- Experience within facilities or property administration is desirable.
- Experience of CAFM systems is desirable.
- Production of accurate and timely work.
- Excellent attention to detail.
- The ability to work effectively as part of a wider team.
- Flexibility to travel to other locations within the Group in own vehicle.
- Must complete first aid and fire warden training.
Join Duncan & Toplis
From flexible working arrangements and time-matched volunteer hours to online fitness classes and mental health support, at Duncan & Toplis we're committed to helping our people maintain a healthy and balanced lifestyle.
We help our team to develop their talents and encourage ambitious individuals to progress their careers and expand their professional and personal capability with fully supported training and CPD.
Our values of trust, partnership, and inclusivity are at the forefront of everything we do.
Full support and 18 weeks full pay for maternity and adoption leave, inclusive of statutory maternity and adoption pay, and two weeks full pay paternity leave for eligible team members.
Fully supported training and CPD
Continuous learning support to help develop skills and long-term goals through mentoring, coaching, technical and soft skill training.
Death in service
Insured benefit available to all team members up to the age of 65, four times annual salary. Conditions apply.
Discounted wills and power of attorney
50% discount for team members and their partners and 25% discount for team members' parents and children.
Enhanced holidays
Minimum of 22 days annual leave (plus bank holidays), increasing to 27 days after five years of service and for managers. 32 days (plus bank holidays) for directors.
Private medical insurance
Non-subsidised purchase through a group company scheme.
Flexible annual leave
Buying or selling of annual leave up to five days. Conditions apply.
Talent referral bonus
Bonus payments up to £1,000 on successful candidate referrals for eligible team members.
Employer contribution starts at 3% with length of service-related increases and up to 7% matched contributions for eligible team members.
Half day paid leave matched with half day annual leave for voluntary and charitable activities.
Employee assistance programme for 24/7 confidential support from trained counsellors and access to trained mental health advisers.
Team milestone award
Milestone celebration rewards at five, 10, 15 and 25 years with additional benefits, experience vouchers, and gifts.
Online fitness classes
Online fitness programmes with a variety of workouts, including yoga, pilates, strength training, and cardio.
Permanent health insurance
Permanent health insurance is available to eligible team members who have one years continuous service. Conditions apply.
Agile working - hybrid/flexible
Flexible working hours and locations (office or home) for a better work life balance.
Enhanced sickness entitlement
Four weeks full pay followed by four weeks half pay (on completion of probationary period and subject to terms and conditions of employment).
Study leave
Study leave to help achieve fully supported qualifications.
EV salary sacrifice scheme
Salary sacrifice scheme to lease an electric vehicle, smart charger, EV energy tariff, and free miles in one hassle-free package.
Management and leadership academy
Our development programmes are designed for all career stages, from the first step into management through to our six-month leadership academy.
Healthcare workplace app
Empowering team members with digital-first tools and professional care, including guidance, consultations, and support for mental and physical wellbeing.
Fully supported qualifications
Helping the next generation of accountants and advisers to achieve formal, industry-recognised qualifications.
Cycle to work scheme
Purchase a bike through this scheme and pay it back over a 12-month period.
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