Facilities Admin Assistant

Are you an organised and proactive Facilities Administrator, with experience of liaising with contractors, and maintaining records and databases?

Location: Ramsgate

Hours: Monday to Friday 8.30am - 5.00pm

Role summary

To act as the initial point of contact for the Facilities Team and provide administrative support to ensure a timely completion of all tasks.

Benefits

• 20 days annual leave plus Bank Holidays.
• Pension Baseline Scheme, with option to join the Stakeholder Pension Scheme on a contributory basis.
• Benenden Health (following qualification period)
• Employee assistance programme
• Use of onsite facilities such as the gym

Key responsibilities

• Process paperwork in a timely manner and ensure it is filed securely.
• Support accommodation with admin duties to ensure property is prepared for occupation.
• Liaise with tenants to book in property inspections.
• Attend department meetings and take note of action points.
• Be the initial point of contact for contractors on site, including signing in and notification of attendance to respective houses.
• Maintain a register of current contractors.
• Ensure all insurance, DBS certificates, Risk Assessments and Method statements, and other relevant documents are kept up to date.
• Provide administrative support to other departments as and when required.
• Prepare monthly and annual spend reports to assist with budget preparation, with particular attention to maintenance contracts and licenses.
• Monitor utility bills and ensure they are accurate and liaise with utility companies to raise disputes when necessary.
• Arrange contractor call outs when required.
• Maintain the facilities department training matrix.
• Receive, sort and distribute incoming mail and packages.
• Prepare outgoing mail and packages for pickup or delivery.
• Maintain accurate records of incoming and outgoing mail and packages.
• Handle any issues or discrepancies related to mail delivery.
• Obtain and compare contractor and maintenance quotes to ensure competitive pricing.
• Raise purchase orders as appropriate.
• Reconciliation of paperwork (purchase orders, delivery note and invoices) to ensure accuracy.
• Maintain accurate logs of invoices to supplement records held by accounts.

Experience and skills required

• Experience of working within a busy office environment
• Strong administration skills and attention to detail
• Good working knowledge of all MS packages
• Be willing to assist with a variety of different tasks and adapt to change
• Well organised with excellent time management skills
• Strong communication skills, both verbal and written
• Able to prioritise tasks

Next steps

If this sounds like the ideal position for you and you have the experience outlined above, then please apply and you will be contacted by a member of our team if your CV matches our requirements.

New Appointments Group, Expertly Matching Employers and Jobseekers since 1975.

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If this role isn’t for you, please check out our website for other roles that may be suitable, or send us your CV, we would still like to hear from you!

We are committed to fostering a diverse and inclusive environment in line with the Equality Act 2010. All qualified applicants will be considered regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

New Appointments Group acts as an Employment Agency for permanent roles and as an Employment Business for temporary roles.

The role is subject to Disclosure and Barring Service (DBS) checks.