Executive Assistant and Facilities Manager in Crawley

The Power Centre represents a £2m investment for the company, and it is important that it remains a flagship site for the company and one that has a clear positive impact on customers and colleagues whilst driving our industry leadership in pest innovation. The role of the Facilities Manager is to provide support and liaise with all teams using the site. Coordination of all site maintenance issues is necessary to ensure its smooth running and provide a customer-friendly place for meetings. This role will occasionally help with the running of our other technical and sister site, the Technology Centre, and connect with other FMs to share and apply relevant best practices and learnings on facilities management. The role also includes EA duties to the Group Innovation & Product Development Director, Crawley, including diary management and administrative support for the I&PD Leadership Team.

Facilities Management Responsibilities

• Manage the day-to-day running of The Power Centre, including the relevant service providers and the Management Agent as necessary, to provide a high-quality facility in a cost-efficient manner.
• Line manager to onsite cleaner, ensuring the site is welcoming and kept to a high standard of cleanliness and hygiene at all times.
• Maintain records of servicing, site plans, etc., to enable future maintenance work to be carried out easily.
• Administer the site access pass and Sign In system to maintain site security, and coordinate details of keyholders with the alarm company to ensure out-of-hours response can be achieved.
• Manage external contractors on site, ensuring all contractors sign in and RAMS are supplied prior to commencement of any works.
• Proactively communicate any on-site works to Power Centre users to minimise disruption.
• Manage the Power Centre annual budget, including AOP process, tendering and sourcing external suppliers for works contracts, payment terms, and setting up accounts, PO process, invoicing, and monitoring the annual budget to maintain the cost centre within budget.
• Be the point of contact with the Manor Royal Business Improvement District.
• Coordinate communication of key facility messages to the other teams and site users to ensure smooth running of all site functions and minimise disruption.
• Provide support to other office functions to ensure the smooth running of the site, e.g., forwarding of expenses, maintenance of training files and other confidential HR information, office supplies, maintain copiers and replenish toner, provision of drinking facilities, room booking system.
• Act as the main point of contact and co-ordinator for internal and external visitors, as well as all callers, to The Power Centre.
• Facilitate the visitor experience by ensuring preparations are in place, e.g., parking, catering, meeting rooms, WiFi codes, Welcome Screen in Lobby.
• For customer and VIP visits, take the lead in making sure preparations are in place, colleagues are briefed, and a plan is in place for a smooth experience.
• Organise additional requirements such as meeting space/catering.
• Coordinate with all users to maintain a calendar of events and important visitors and ensure all concerned are aware and prepared.
• Sign for all deliveries and inform recipients and open unnamed post and distribute accordingly.
• Manage suppliers, including sourcing, negotiating quotes and payment terms as well as setting up accounts.
• Schedule all preventative A/C maintenance and action urgent and emergency maintenance.
• Schedule PAT testing for electrical equipment as required for site.
• Assist Site H&S Manager to maintain safe operations by coordinating First Aid and Fire Marshal training and following up on any site-specific measures to maintain the site and its systems.

Executive Assistant Responsibilities

• Diary management: providing availability, scheduling meetings with agreed agendas (internal and external), diary blocks and proactively resolving any diary conflicts.
• Arrange all travel/accommodation needs to requirements, including visa applications where required.
• Proactively organise and process expenses accurately and on time.
• Organise on-site and off-site team and external meetings as required, including attendance if required.
• Maintain confidentiality at all times.
• Use Adobe sign to collect and file signatures from I&PD Director, internal colleagues or suppliers in line with agreed processes, e.g., Letter of assurance, NDAs.
• Administrative and ad hoc support as needed to conserve exec time, such as compiling agendas, arranging lunch, raising POs, updating memberships, inbox management, basic data entry, chasing actions, etc.
• Administrative and ad hoc support for the I&PD Leadership Team, including project administration, scheduling meetings, raising POs, maintaining project documentation in Google (trackers, reports, registers), budget and test request administration, chasing actions, etc.

Requirements

• Excellent verbal and written communication skills, including active listening to fully understand needs and communicate effectively to contractors, suppliers and colleagues as needed.
• Ability to interact with colleagues at all levels, collaborative and supportive, a team player.
• Mathematics and accounting to meet budgets and identify cost-saving measures.
• Customer service for occupant and stakeholder satisfaction.
• Analytical thinking and problem-solving.
• Business management, including prioritisation, scheduling, strategic planning and administration.
• Understanding of current building, health and safety regulations.
• Computer literacy and confidence using Google suite including Sheets, Slides, Meet and Docs.
• Prior experience in FM and Executive Assistant/administrative roles.
• Ability to manage own workload, multitask, and prioritise to ensure deadlines are met (occasionally out of hours may be required in order to fulfil this role).
• Performs well under pressure, maintains a calm approach in stressful conditions.
• Ability to handle sensitive, business risk or confidential matters with a high degree of integrity, accuracy and discretion.

Desirable

• Lives locally and has a full current driving licence.

Benefits

• Competitive salary.
• Hybrid working.
• Rentokil Initial Reward Scheme.
• 23 days holiday, plus 8 bank holidays.
• Employee Assistance Programme.
• Death in service benefit.
• Healthcare.
• Free parking.

At Rentokil Initial, our customers and colleagues represent diverse backgrounds and experiences. We take pride in being an equal opportunity employer, actively encouraging applications from individuals from all walks of life. Our belief is that everyone, irrespective of age, gender, gender identity, gender expression, ethnicity, sexual orientation, disabilities, religion, or beliefs, has the potential to thrive and contribute. We embrace the differences that make each of our colleagues unique, fostering an inclusive environment where everyone can be their authentic selves and feel a sense of belonging. To ensure that your journey with us is accessible, if you have any individual requirements we invite you to communicate any specific needs or preferences you may have during any stage of the recruitment process. Our team is available to support you; feel free to reach out to joanna.sharpe@rentokil-initial.com if you need anything.