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- Tasks: Manage admin tasks for the Site Services Operations Team and oversee the Helpdesk function.
- Company: Join a dynamic team focused on efficient site services in a manufacturing environment.
- Benefits: Enjoy flexible working options, corporate perks, and opportunities for personal growth.
- Why this job: Be part of a supportive culture that values your contributions and offers real-world impact.
- Qualifications: Experience in facilities administration and strong communication skills are essential.
- Other info: Send your CV to Anna Curtis at Insignis Talent to apply!
The predicted salary is between 30000 - 42000 £ per year.
Purpose: Provide and manage administration responsibilities for the Site Services Operations Team. This will include but not be limited to providing a broad range of administration support across Hard, Soft and Project Teams. Furthermore, the role will oversee the Helpdesk function and CAFM system, enquiries/work requests, reception administration cover, single point of contact for absence cover and routing of GFM building related inquiries and occasional support for the Site MD on request.
Role Responsibilities:
- Preparation of the weekly management report
- Preparation of the monthly dashboard report
- Tracking and reporting on operational backlog
- Supporting all of the Site Services team ad hoc administration requirements
- Providing support to the Site Managing Director on request
- Providing Reception cover for sickness/holidays
- Coordinating with the Reception Administrator for leave/sickness cover
- Production of Jira (GFM) data for reports and specific requests
- Overall expertise on the CAFM application
- Support with audits and production of key information
- Tracking and closing out audit actions
- Support with procedure and risk assessment reviews
- Raising reactive work orders on the Jira system
- Arranging meeting rooms and coordinating diaries
- Supporting financial reporting and budget tracking
- Managing Site Services filing architecture
- Coordinating requests and queries in managers absence
- Passing urgent requests to the relevant team members as required
- Purchasing and ordering of material/parts
- Management of stationary requirements
- Management of signage requirements
- Coordination/ordering of PPE and workwear
- Support of special functions/hospitality requests
- Dealing with some emergencies and escalation of site services issues
- Ordering and stock control of stationery and consumables items required for the operational service
- Support of subcontractor induction and permit issuing where trained and appropriate
- Supporting HSE enquiries and requests for the operational teams
- Provide operations update information for the weekly management meetings.
- Ensure all H&S measures are in place or escalated to line management if gaps are observed for a robust and compliant service delivery
- Ensure statutory duties/responsibilities under the role of the Operations Administrator are completed on time and maintained
- Ensure PPM and Reactive data is reported at the end of each month for the monthly dashboard report
- Ensure the weekly flash report and monthly dashboard reports are released on time
- Support the operations team with the management and delivery of the induction/PTW processes and any issues are escalated to line management
Person Specification:
- Demonstrable experience working in a similar facilities administration role
- Background within manufacturing, engineering or similar environment
- Stakeholder liaison, able to clearly communicate written and verbally
- Helpdesk experience, desirable
Wish to Apply? Send a copy of your CV to Anna Curtis at Insignis Talent.
Facilities Administrator employer: Insignis
Contact Detail:
Insignis Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Administrator
✨Tip Number 1
Familiarise yourself with the CAFM system and Jira, as these are crucial tools for the Facilities Administrator role. Understanding how to navigate these systems will not only help you in the interview but also demonstrate your proactive approach to the responsibilities outlined in the job description.
✨Tip Number 2
Highlight any experience you have in managing reports or dashboards, especially in a facilities or operational context. Be prepared to discuss specific examples of how you've tracked and reported on operational backlogs or other metrics in previous roles.
✨Tip Number 3
Showcase your communication skills by preparing to discuss how you've effectively liaised with stakeholders in past positions. This could include examples of how you've handled enquiries or coordinated with different teams, which is essential for this role.
✨Tip Number 4
Be ready to talk about your experience with health and safety measures, particularly in a facilities management context. Understanding statutory duties and how to ensure compliance will be key in demonstrating your suitability for the role.
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 administration, particularly in manufacturing or engineering environments. Emphasise any specific skills related to stakeholder liaison and helpdesk functions.
Craft a Compelling Cover Letter: Write a cover letter that addresses the key responsibilities of the role. Mention your experience with administrative support, report preparation, and any familiarity with CAFM systems or Jira. Show enthusiasm for the position and how you can contribute to the Site Services Operations Team.
Highlight Relevant Skills: In your application, clearly outline your skills in communication, organisation, and problem-solving. Provide examples of how you've successfully managed similar tasks, such as coordinating diaries or handling urgent requests.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects attention to detail, which is crucial for the Facilities Administrator role.
How to prepare for a job interview at Insignis
✨Know Your Role
Familiarise yourself with the specific responsibilities of a Facilities Administrator. Understand the key tasks such as managing reports, supporting the Site Services team, and overseeing the Helpdesk function. This will help you demonstrate your knowledge and enthusiasm during the interview.
✨Showcase Your Experience
Prepare to discuss your previous experience in facilities administration or similar roles. Highlight any relevant skills, particularly in stakeholder liaison and helpdesk management, as these are crucial for the position. Use specific examples to illustrate your capabilities.
✨Demonstrate Communication Skills
Since the role requires clear communication, practice articulating your thoughts clearly and concisely. Be ready to explain how you've effectively communicated with teams or stakeholders in past roles, as this will be a key focus during the interview.
✨Prepare Questions
Have a few thoughtful questions ready to ask at the end of the interview. This shows your interest in the role and the company. You might ask about the team dynamics, the tools used for reporting, or how success is measured in the role.
