Facilities Administrator

Purpose

Reporting to the HSEF Manager, the Facilities Administrator will provide support to the HSEF team ensuring records are complete and filed appropriately.  Contractor quotes obtained, Purchase Orders raised, visits arranged and tracked through to completion. Tracking planned and reactive maintenance, communicating to both internal and external parties.

Key Responsibilities

• Facilities administration – Maintain records, schedules, logs and documentation relating to buildings, facilities and site services.
• Contractor management – Coordinate contractors, engineers and service providers, including arranging visits and maintaining records.
• Planned maintenance – Schedule and track routine maintenance, servicing and inspections.
• Reactive maintenance – Log facilities issues, raise work requests and monitor them through to completion.
• Statutory compliance – Maintain records for inspections, testing and servicing such as fire systems, emergency lighting, lifting equipment, electrical systems and other relevant statutory requirements.
• Facilities purchasing – Raise purchase orders and arrange purchases for facilities-related goods and services.
• Invoice administration – Check and process facilities invoices against completed works and agreed pricing.
• Building management – Support day-to-day management of offices, production areas, welfare facilities, meeting rooms and communal areas.
• Utilities – Assist with monitoring utilities, including electricity, gas, water and waste services.
• Access and security – Administer keys, access cards, visitor arrangements and other site-access requirements.
• Parking management – Administer parking permits, allocations and related site arrangements.
• Documentation and records – Maintain the facilities filing system, certificates, inspection reports, contractor documentation and asset records.
• Helpdesk / point of contact – Act as the first point of contact for facilities queries and coordinate appropriate responses.
• Communication – Communicate facilities issues, planned works, access restrictions and building-related information to employees.
• Management of Pool cars, driver details, servicing, maintenance and allocation.

• Key Performance Measures
• Agreed KPI Standards and targets across Facilities ISO requirements, per plan

Key Challenges

Provide support and guidance to business functions

Knowledge, Skills and Experience

Essential Criteria

• Good IT skills, experience of web based portals & Office applications
• Excellent verbal and written skills
• Excellent listening skills
• Highest level of integrity, honesty and trust
• Ability to work within a team
• Experience interaction with external contractors
• Accurate with attention to detail
• Able to communicate with all levels
• Ability to identify problems and coordinate appropriate solutions

Desirable Criteria

• Understanding of UK workplace health & safety requirements
• Experience of maintaining compliance records, certificates and inspection schedules
• Experience of raising purchase orders and processing invoices

Skills and competencies required   

• Previous Facilities experience
• Exposure to a manufacturing environment

Key Relationships & Interaction

• Internal Relationships & Interactions
• Interactions with business functions and employees across the business
• External Relationships & Interactions
• With contractors as required