Facilities Administrator (Wembley)

The Facilities Administrator will be responsible for supporting Management in their daily duties, which will include the administration of front-line day to day operational and strategic Facilities, Estates and Project Management.

General Duties/Responsibilities

• General administration duties.
• Ensuring the successful delivery and record of work requests and site visits for the company, ensuring requirements are met and delivered on time, within cost, safely and to a high-quality using company systems, processes, and procedures.
• Management of the company’s staff tracking and timekeeping system, ensuring timesheets are up to date and submitted within the required deadlines.
• Invoice reconciliation, tracking and processing.
• Administration of Facilities Management documentation and contracts.
• Maintaining the FM Team shared folder ensuring folders and documents are kept up to date.
• Organising training for learning & development requirements.
• Tracking and coordinating Health and Safety and work-related training as required.
• Ensuring the effective record of contractor attendance and contractor, third party and supplier vetting using company systems, processes, and procedures. 
• Management and implementation of team induction pack and programme for new starters.
• Management of the Team meeting calendar, ensuring attendance, agenda setting and minute taking.
• Desk planning and ordering office equipment as required.
• Sourcing and ordering work equipment and materials for the cleaning and maintenance teams as required.  
• Performing general clerical duties to include, but not limited to, copying, mailing, scanning, laminating, and filing.
• Where applicable, answering telephones and transfer to appropriate staff members.
• Opening, sorting, recording, and distributing incoming correspondence, including emails
• Coordinating weekly team meetings and keep up to date with diary management
• Managing team details, i.e., daily attendance records, training records and holiday records. Produce monthly summary reports and flag any issues.
• Note taking in Facilities team meetings and sending out action reports
• Processing and managing purchase orders on behalf of the Management Team and allocating equipment
• Maintaining constructive relationships with a broad range of internal and external stakeholders.
• Reporting regularly to management and other internal stakeholders as required by management.
• Building effective professional relationships within the team.
• Ensure planned maintenance activities are completed on schedule and within budget, and that urgent repairs are completed within approved timescales.
• Supporting departmental financial processing and reporting.
• Assist in the development and implementation of a multi-site maintenance, inspection, risk management and repairs programme.
• Ensure effective communication with staff and contractors (including third parties and suppliers).
• Participate in developing and improving department standards, methods and processes that will improve yours and the company’s performance and efficiency.
• Proactively participate in furthering your professional development, maintaining growth in professional skills and knowledge deemed essential to the role.
• Performing other related duties as required.

Essential

Person Specification

• Experience in a similar role or possessing the required competencies.  
• Highly motivated and driven to deliver and learn within the role, with the ability to work independently and as part of a team.
• Strong organisational skills.
• Computer literate - Microsoft and other relevant software packages.  
• Excellent written, numeracy and verbal communication skills.
• Excellent client-facing and internal communication skills.
• Effective at planning, monitoring and reviewing.
• Self-starter with high degree of initiative, urgency, and follow through.
• Possess strengths in organisational, attention-to-detail, reasoning, critical thinking, and problem-solving skills.
• Ability to effectively work as part of a team and have a genuine desire to assist colleagues.
• Ability and the willing to participate in developing and improving department standards, methods and processes that will improve yours and the company’s performance and efficiency.  

Desirable

• Professional development training within the relevant fields.