The Facilities Administrator reports to Facilities Coordinator / Facilities Manager and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner. Must also always demonstrate a high level of security awareness and have knowledge of emergency evacuation procedures and health & safety.
Essential duties and responsibilities
Assessing building maintenance issues by conducting weekly walks of the building and recording the findings.
Working with the Facilities Manager and Moves and Changes team to address internal space requirements and to organise or assist with team moves and Moves and Changes team.
Monitoring stock levels of stationery and consumables used by employees and placing orders with suppliers.
Managing internal moves within the building with the Facilities Manager.
Working with Facilities Manager and Moves and Changes team to maintain floor plans.
Assisting in setting up in house and external events as and when required.
Working with the Building Operations team and reporting all defective health & safety equipment to the respective person and arranging for repairs to be carried out.
Supporting the Office Service Coordinator as and when required regarding vendor management and soft service support.
Managing fire wardens and first aiders and assisting with scheduling training and refresher training as necessary.
Upkeep and review of manuals, handbooks, guidance notes etc.
Cover receptionist role and responsibilities when required.
Understand primary responsibilities of meeting and events and support M&E Specialist when required.
Manage day to day mail room operation, deliveries, enquiries, etc.
Be aware of basic procedures, courier suppliers and all external key contacts.
Manage mail related supplies stock and place order when needed.
Other tasks and duties as required.
Skills/competencies
Pro-active and hands on - happy to support other team members.
Knowledge of facilities management processes preferable.
IT skills, Outlook, Excel, Word.
Professional, friendly and welcoming attitude.
Good attention to detail.
Ability to show initiative.
Excellent communication skills.
Organisational skills and the ability to prioritise a busy workload.
Customer service background essential.
Qualifications
Degree would be beneficial.
Technical facilities background preferred (Facilities Management, Human Resource Management, Business Administration or Marketing).
